Global Programme Analyst (GPA) - Multiple Positions - IPSA 9

Contract

This is a IPSA-9 contract. This kind of contract is known as International Personnel Services Agreement. It is normally internationally recruited only. It usually requires 2 years of experience, depending on education. More about IPSA-9 contracts.

Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Organizational Context

As the largest single operational and financial UN player in the field of environmental sustainability, UNDP is widely recognized as a global leader in supporting governments to sharpen policy, access finance and develop capacity for the management of biodiversity and ecosystems for sustainable development and poverty eradication. UNDP’s work on nature has as an overall strategic objective to maintain and enhance the goods and services provided by biodiversity and ecosystems in order to secure livelihoods, food, water and health, enhance resilience, conserve threatened species and their habitats, and increase carbon storage and sequestration.

UNDP has a growing portfolio of global projects implemented directly. These deal with emerging issues such as nature economies and green finance, support to country action on Convention on Biological Diversity, private sector engagement, work with NGOs. The projects are managed in the corporate ATLAS system, and support to participating countries and agencies is coordinated by NCE Directorate at UNDP HQ in New York (within BPPS). Global projects in the area of nature conservation and sustainable development involve direct engagement with Responsible Parties (RPs) and subcontractors, and in some cases (when projects presuppose ground activities) with country offices. A global technical team at UNDP HQ led by Principal Technical Advisor, includes a number of thematic advisors and specialists who provide technical advice and support. They are supported for administrative and finace aspects by Program Assistants, heping with transactions initiation and recording, reporting and communications throughout global project implementation.

This TOR looks for Program Analyst(s) (Up to 3 persons to be recruited in total) to manage administrative and financial aspects of global projects in the area of biodiversity and ecosystem management.

Institutional arrangement

• The GPA will work from his/her home;
• The GPA will report to, and be directly supervised by NCE global technical advisor(s) assigned for the projects under GPA management; secondary supervisor is NCE Principal Technical Adviser (Ecosystems and Biodiversity);
• The GPA will be given access to relevant information necessary for the execution of the tasks under this assignment;
• The GPA will be responsible for providing her/his own work station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to reliable internet connection;
• Given the global consultations to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.

Duties and Responsibilities

Scope of work

Each Global PA (GPA) will be responsible for the day-to-day administrative support of up to 3 global projects in the NCE portfolio implemented through DIM modality. The GPA provides administrative support services, including support to project manager/coordinator and PTA, requesting and assisting with sourcing consultants and contracting personnel? (conducting recruitment and contracting processes are outside the scope of this job description: they are part of procurement / HR staff with whom GPA works closely), financial management, documentation management, and support to monitoring and reporting as required for the successful management and achievement of the outcomes of each assigned project, in compliance with the policies, processes and procedures of UNDP and the requirements of the project’s respective donors.

The GPA works primarily, but not exclusively, with the respective DIM Project Managers, Principle Technical Advisor (PTA), Senior Technical Advisor (STA) and other thematic leads assigned for project oversight, UNDP country offices (where ground activities are envisaged), HR and Procurement Implementation support teams, representatives of donor organizstions, RPs and subcontractors.

The following are the specific key functions/results expected:

Support for projects’ administrative services:

• Serves as point of contact on administrative and operational issues between the DIM Project Coordinators (PCs) and PTA, NCE finance, other support staff, UNDP country offices (where relevant), national implemention teams (where relevant), RPs and donor agencies;
• Supports the PCs and PTA/STA in monitoring and facilitating compliance with management and administrative requirements from donors, including reviewing financial reports generated in ATLAS, budget compliance and audit reports, time-sheets;
• Supports the PCs/PTA/STA in monitoring and facilitating compliance with UNDP and donor rules in managing financial resources, monitoring and evaluation;
• On request from PC, assists with the development and output of implementation materials, including project documents, guidance materials, templates, and technical reports;
• Ensures timely and accurate project report submissions to donors;
• Maintains accurate information in PIMS for all milestones;
• Develops and maintains procurement and HR plans
• Submits procurement and HR requests and assists procurement and HR in the selection and recruitment of project consultants and/or personnel ensuring compliance with the applicable UNDP rules & regulations;
• Coordinates project appraisal committeeactivities for the assigned DIM projects;
• Facilitates and supports the preparation and organisation of virtual or hybrid meetings and workshops;
• Facilitates knowledge-building and sharing;
• Supports the PCs / PTA in meetings with key stakeholders as required.

Support to projects’ financial and technical management

• Sets up and maintains document control procedures and a document filing system, including for supporting documentation for financial reviews, continuously integrating relevant new information/data;
• Provide support in managing requests for day-to-day financial administration, using advance of funds, direct payments, or reimbursement using Fund Authorization and Certificate of Expenditures;
• Maintains the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
• Takes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Creates requisitions and registers goods receipt in ATLAS (ERP);
• Carries out budget checks for requisitions, Purchase Orders and vouchers;

Support to projects’ monitoring and reporting

• Supports and facilitates results-based programme development and management throughout the different stages of projects/programme implementation;
• Provide regular reviews by the PCs/PTA regarding project details, schedules, risks, deliverables and budgets to ensure implementation is on track;
• Monitors quality indicators and administers quality review processes and assists PC in arranging for independent evaluations of the Initiative;
• Monitors planning and implementation carried out by RPs, such as by contractors and service providers including in pilot countries, and ensures that they are aligned with key milestones;
• Provides support to resource mobilization, maintaining information/databases on potential and actual donors, providing administrative information and editing support towards funding proposals.

Competencies

Required Skills

• Experience with developing and handling reliable and complex spreadsheets and data bases, and with handling web-based ERP/management systems (preferrably PeopleSoft i.e. ATLAS) is required;
• Experience organising exchange workshops and/or training activities at the international level is required;
• Full computer literacy including advanced knowledge of word-processing, spreadsheet and database packages, and web-based management systems;

Desired additional skills

• Experience in financial management and reporting, technical report writing and communications experience would be an asset;
• Experience in results-based and results-oriented project implementation and management is an asset;
• Experience supporting high-profile projects involving government stakeholders is desirable;
• Experience with conceptualizing and developing projects and programmes, with experience with vertical funds (such as Global Environment Facility) or other donors (such as EU or bilateral donors) is an advantage;
• Experience working with developing countries on biodiversity is an advantage;
• Working experience in an international organization and with developing countries is an advantage, as is knowledge of UNDP policies, procedures and practices;
• Advanced knowledge and competence in providing high-level support to project/programme administration and management, including on communication, finance, procurement and human resource-related matters;
• Ability to coordinate the development of high-quality knowledge materials;
• Good interpersonal and networking skills, ability to establish and maintain effective working relations, support and encourage open communication in the team, and facilitate team work;

Required Language(s) (at working level)

• Excellent command of written and spoken English is required.
• Knowledge of other UN languages (Arabic, Chinese, French, Russian, Spanish) is highly desirable.

Professional Certificates N/A

Required Skills and Experience

Min. Academic Education

• Master’s degree in business or public administration, finance, economics, environmental sciences, international relations, political or social sciences or another related subject.
• Bachelor’s degree with additional of 2 years of experience will be accepted in lieu of the Master degree; Bachelor’s degree to be in business or public administration, finance, economics, environmental sciences, international relations, political or social sciences or another related subject.

Min. years of relevant Work experience

• Minimum of 2 years with Master’s degree or 4 years with Bachelor’s degree of progressively responsible experience required at the national or international level, providing administrative and management support to project/programme implementation and oversight;