Programme Assistant (National only)

Contract

This is a NPSA-3 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about NPSA-3 contracts.

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the guidance and direct supervision of the Programme Analyst, the Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of the programme. The Programme Assistant will provide effective support and assistance to the team to ensure smooth programme implementation in line with UNDP rules and regulations.

Duties and Responsibilities

Summary of Key Functions:

**. Programme Management Support**

• Provide programme and administrative support to the programme team in the preparation and monitoring of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
• Under the guidance of the supervisor, assemble briefing materials and support the maintenance of project files for the programme unit.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

2. Financial Management Support

• Use Atlas/ Quantum+ to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
• Create requisitions in Atlas/ Quantum+ for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Support the programme team in the financial management of the project.
• Organize, compile and process information from the project teams, and keep track of the information through databases and e-filing.
• Support the programme team in the tracking of and reporting of project budgets/ advances.

3. Administrative Support to the Programme Unit

• Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

Competencies

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays

attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks,

is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively

handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to

deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates

compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion****:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Required Skills and Experience

Education

• Completion of secondary education is required. University degree (or equivalent) in Business or Public Administration or related field is an asset.

Experience

• 5 years of progressively responsible experience with administrative tasks.
• Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.
• Work experience in administrative support of development programme/project is an advantage.
• Work experience within the UN system is an asset.

Required skills and competencies

• Proficient skills in the usage in office package
• Builds and promotes effective teams
• Creates and promotes an environment for open communication
• Meets goals and timelines for team deliverables

Desired additional skills and competencies

• Experience in office filling and other administrative related activities is an advantage

Required Language(s) (at working level)

• Fluency in English is required.
• Working knowledge of another UN official language is an asset.