Programme Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) is the UN’s global development network, established to promote sustainable development and improve the quality of life in countries around the world. Founded in 1965, UNDP operates in 177 countries and territories, providing expert advice, training, and support to develop local capacity. The organization opened its representative office in Ulaanbaatar, Mongolia, in 1973, marking over four decades of collaboration with the Mongolian government and its people. UNDP's mission is to help countries achieve the Sustainable Development Goals (SDGs) and other national development priorities, ensuring equitable and sustainable development for all. The UNDP Country Programme in Mongolia is aligned with national priorities and is guided by the United Nations Sustainable Development Cooperation Framework (UNSDCF) for 2023-2027, as well as the UNDP’s 2022-2025 Strategic Plan. The organization is committed to fostering partnerships and leveraging resources to achieve its strategic goals in Mongolia.

Job Overview:
The Programme Assistant plays a crucial role in supporting the programmatic functions of the UNDP Country Office in Mongolia. This position involves providing high-quality programme support services, ensuring accuracy and consistency in work processes. The Programme Assistant will collaborate closely with various teams within the Country Office, including Operations, Programme, and project staff, as well as UNDP personnel in headquarters and regional hubs. The role requires a proactive approach to information exchange and programme delivery, adapting to changing business needs and fostering horizontal collaboration across units and projects. The Programme Assistant will assist in the formulation of programme strategies, implementation of Country Programme Documents (CPDs), and the development of annual work plans and budgets to facilitate smooth programme execution. Additionally, the role involves ensuring compliance with UNDP rules and regulations, supporting project management, and contributing to resource mobilization strategies.

Duties and Responsibilities:
The Programme Assistant will be responsible for a wide range of duties, including but not limited to: supporting the formulation and implementation of programme strategies and CPDs; collecting and analyzing information for the preparation of CPDs; assisting in the development of annual work plans and budgets; ensuring compliance with administrative activities according to UNDP and government regulations; managing project creation and closure in Quantum; preparing budget revisions and project status updates; providing guidance to Implementing Partners on compliance; supporting project performance monitoring; assisting in financial reporting; coordinating audit processes; and contributing to knowledge sharing and capacity building within the Country Office. The Programme Assistant will also be involved in administrative and financial support, including reviewing project financial reports, managing purchase orders, maintaining administrative control records, and ensuring timely corrective actions on financial documents. The role requires effective communication and coordination with various stakeholders, including training and guiding other staff members in administrative and financial processes.

Required Qualifications:
Candidates for the Programme Assistant position must possess a secondary education as a minimum requirement. A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or a related field will be considered an advantage. The ideal candidate should have a strong understanding of programme administration and project finance, with a minimum of 5 years of relevant experience for those with a high school diploma, or 2 years for those with a bachelor’s degree. Proficiency in using office software packages (such as MS Word and Excel), database management systems, and web-based management systems like ERP is essential. Candidates should also demonstrate the ability to review and edit documents, produce meeting reports, and effectively manage project-related documentation.

Educational Background:
The educational background required for this position includes at least secondary education, with preference given to candidates holding a university degree in relevant fields such as Business Administration, Public Administration, Economics, Political Sciences, or Social Sciences. While a degree is not mandatory, it is highly regarded and may enhance a candidate's application.

Experience:
The Programme Assistant role requires candidates to have a minimum of 5 years of progressively responsible experience in programme administration or project finance at the national and/or international level if they hold a high school diploma. For candidates with a bachelor’s degree, a minimum of 2 years of relevant experience is required. Experience in using computers and office software, as well as familiarity with ERP financial systems, is desirable. Candidates should also have a proven track record of managing administrative tasks and supporting project implementation effectively.

Languages:
Fluency in both English and Mongolian is required for this position. Candidates must demonstrate strong communication skills in both languages to effectively engage with diverse stakeholders and contribute to the UNDP's mission in Mongolia. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is a fixed-term appointment with a probationary period for new UNDP staff. The organization values diversity and encourages qualified applicants from all backgrounds to apply. UNDP is committed to creating an inclusive workplace and does not tolerate harassment or discrimination. The role may involve working with multiple candidates being selected from this vacancy announcement, and UNDP reserves the right to retain applications for similar positions at the same grade level. The recruitment process is free of charge, and candidates are advised to be cautious of scams.