Job Description

Under the guidance and direct supervision of the Portfolio Manager, Resilience and Sustainable Growth (RSG) and guidance of Senior Programme staff, the Programme Associate provides leadership in execution of services in the CO Programme Unit, supports the Design, planning and management of the country programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Associate works in close collaboration with the programme colleagues, providing inputs on trends, best practices, and financial status of UNDP initiatives, as well as with operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.  He/she will upon request backstop other programme colleagues.

The Programme Associate supports the CO programme in Malawi ensuring the facilitation of knowledge building/management activities and resource mobilization efforts.

Duties and Responsibilities

Ensures Administration and implementation of programme strategies on Sustainable Growth and Resilience, adapts processes and procedures at regional and sectoral levels, given the decentralization process in the country focusing on achievement of the following results:
  • Presentation of thoroughly researched information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC). Establishment of the mechanisms to track use of RBM tools and maintenance of RBM database.
  • Participates in the Analysis and summarization of proposals on the thematic areas assigned.
  • Presentation of information/ reports for identification of areas for support and interventions.
  • Implementation of the CO partnerships and resources mobilization strategies, preparation of reports.
Provides effective support and contributes to the effective management of the CO programme on Sustainable Growth and Resilience focusing on the achievement of the  following results:
  • Support in the Effective application of RBM tools, establishment of project targets (BSC) and monitoring and achievement of results.
  • Presentation of thoroughly researched information for formulation of country programme, preparation of project documents’ drafts, work plans, budgets, proposals on implementation arrangements.
  • Initiation of a project, contribute to presentation of the project to PAC, entering project into Atlas, finalization of contribution agreement, preparation of required budget revisions and closure of projects through review.
  • Participation in Local Project Appraisal Committee (LPAC) and Contracts, Assets and Procurement Committee (CAP)
  • Analyzes and submits procurement processes to CAP.
  • Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
  • Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports.
  • Contribution to operational and substantive analysis of programme financial resources identification of operational and financial problems, and development of solutions.
  • Support to audit of NEX projects, implementation of audit recommendations.
Manages the provision of administrative support to the Programme Unit  focusing on achievement of the   following  results:
  • Guidance in the elaboration of proper control of the supporting documents for payments, review of NEX projects Financial Reports.
  • Guidance in the maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
  • Timely monitoring and execution of corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Contributes to the creation of strategic partnerships and implementation of the resource mobilization strategy   focusing on achievement of the following results:
  • Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts.
  • Track and reporting on mobilized resources.
  • Liaises with donor and partner counterparts on the implementation of common initiatives and projects.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization and facilitation of trainings for the operations/ projects staff on programme.
  • Synthesis of lessons learnt and best practices in programme.
  • Sound contributions to knowledge networks and Communities of Practice.

Competencies

Functional Competencies: Advocacy/Advancing A Policy-Oriented Agenda
  • Support the preparation of information for advocacy
  • Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
  • Contributing to results through provision of information
  • Provides information and documentation on specific stages of projects/programme implementation
  • Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
  • Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives
  • Maintains databases of donor information
  • Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
  • Implementing processes and uses products
  • Documents and tracks innovative strategies/best practices/new approaches
  • Responds positively to new approaches
Resource Mobilization (Field Duty Stations)
  • Providing information for resource mobilization strategies
  • Maintains information/databases on potential and actual donors
  • Maintains database of project files
  • Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
  • Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
  • Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
  • Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP’s Goals
  • Research and analysis
  • Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Client Orientation
  • Maintains effective Client Relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
UNDP Prince2 Training and certification, RMG

Required Skills and Experience

  • Secondary Education, preferably with specialized certification in Accounting and Finance.
  • University Degree in Economics, Business Administration,  or Environment/Natural Resources management would be desirable, but it is not a requirement.
  • 7 years of progressively responsible administrative or programme experience is required at the national or international level.
  • Experience/exposure working in related thematic areas such as sustainable growth, environmental and natural resources management, private sector development or Climate Change/DRR will be deemed a distinctive advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based Management Systems including social networking tools (Teamworks).
  • Experience with international development agencies (bilateral, multilateral or NGOs) would be desirable.
  • Proficiency in English and language of the duty station. 2nd UN language desirable.

Disclaimer

Important applicant information All posts in the GS categories are subject to local recruitment.

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