Programme Associate (Crisis Governance) / DPF

The Governance and Rule of Law Group (GRoLG) is responsible for practice development in the areas of governance and rule of law, justice and security as they relate to crisis prevention and recovery in conflict and disaster settings. The goal of GRoLG is to provide high quality technical support to UNDP country offices for the design, implementation, monitoring and evaluation of programme support activities relating to governance and rule of law, justice and security. It is headed by a Group Leader with a dual reporting arrangement, the primary reporting line being with the Conflict Prevention and Recovery Team (CPRT) and the secondary one with the Disaster Risk Reduction and Recovery Team (DRRRT). The Governance and Rule of Law Group collaborates closely and coordinates with all the teams of the Advisory and Programme Support Division (APSD). Under the direct supervision of the Advisor (Crisis Governance), the Programme Associate will provide administrative, operational, logistical, financial and analytical support services to the Crisis Governance Unit.

Duties and Responsibilities

Provides support for the formulation and implementation of Governance products Manages the Crisis Governance portfolio documentation Provides financial management and operational support to the Crisis Governance Unit Provides administrative and secretarial support to the Governance Unit Facilitates knowledge building and knowledge sharing in the area of Governance in (post)crisis settings Provides support to the formulation and implementation of Governance products, focusing on achievement of the following results: Support to preparation of project documents, work plans, budgets and proposals, ensuring sound implementation arrangements Assistance to the Crisis Governance Unit Advisor and the Crisis Governance Unit in the implementation of the Governance DEX Global Programme, creating and monitoring the Programme in ATLAS, including preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project Assistance to the Crisis Governance Unit with the provision of technical inputs and contribution to the achievement of Governance and BCPR strategies Administrative support to the Governance programmes in the field (including HR, procurement, budget and finance, logistics and set up of new Governance programmes) Provision of operational guidance on project design, formulation and initiation including discussion with the implementing partners in setting up the projects Guidance to the executing agencies on routine implementation of projects Management of the roster of Governance consultants Backstopping on programme management for team members during absences and mission travel Manages the Crisis Governance portfolio documentation, focusing on achievement of the following results: Preparation of information for the audit of projects and support to the implementation of audit recommendations Preparation and review of all financial reports for Governance DEX Global Programme Proof-reading/editing/translation of Governance texts as necessary for in-house dissemination and/or publication Assistance in the collection and dissemination of information related to Crisis Governance, including inputs for donor reports and responding to incoming queries and information requests from various sources Organization, updating and maintenance of all Governance project/programme-related documents in project files (hard copy and electronic formats) Provides administrative and operational support to the Crisis Governance Unit, focusing on achievement of the following results: Assistance in liaising with other BCPR teams in the New York/Geneva Offices to provide support to the CPR focus country offices Coordination and/or assistance in the preparation of Crisis Governance Unit events and activities (e.g. donor meetings, country/region specific meetings, workshops, etc.) Maintenance of the internal expenditures control system, ensuring that vouchers processed are matched and completed and that transactions are correctly recorded and posted in ATLAS Timely corrective actions on unliquidated Purchase Orders/unposted Payment Vouchers, including those with budget check errors, match exceptions, etc. Creation of requisitions for development projects, and a register of goods receipt in ATLAS Performance of budget checks for Requisitions, Purchase Orders and Payment Vouchers Provides administrative backstopping to the Crisis Governance Unit, focusing on achievement of the following results: Processing of official Crisis Governance Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS Monitoring of all travel-related payments for the Crisis Governance Unit, liaising appropriately with BCPR Finance/Operations staff Compilation/monitoring of all Crisis Governance Unit Monthly Leave Records (MLR), ensuring timely submission with appropriate signatures Provision of a full range of Personal Assistant functions to the Crisis Governance Advisor on a needs basis Facilitates knowledge building and knowledge sharing, focusing on achievement of the following results: Participation in all relevant UNDP and external trainings Drawing together synthesis reports of lessons learnt and best practices Contribution to UNDP knowledge networks and communities of practice Impact of Results The key results have an impact on the efficiency of the Crisis Governance Unit and critical to the successful delivery of much of the Unit’s services. Accurate analysis, data entry and presentation of information strengthen the capacity of the unit and facilitate subsequent action by other members of Crisis Governance Unit. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies: PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING Basic research and analysis Identifies and communicates opportunities to promote learning and knowledge sharing Develops awareness of the various internal/external learning and knowledge-sharing resources 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 CLIENT ORIENTATION Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Establishes, builds and sustains effective relationships within the work unit and with internal and external clients PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT Gathering and disseminating information Prepares timely inputs to reports Maintains databases Core Competencies: Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking Takes initiative and seeks opportunities to initiate action Working in Teams: Acting as a team player and facilitating team work Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively Uses tact and sensitivity when delivering sensitive information or resolving delicate issues Self-Management & Emotional Intelligence: Creating synergies through self-control Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement Conflict Management/Negotiating & Resolving Disagreements: Managing conflict Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others Actively seeks learning opportunities, adopting best practices created by others Appropriate and Transparent Decision-making: Informed and transparent decision making Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level

Required Skills and Experience

Education: Secondary Education with specialized certification in Accounting and Finance. Experience: At least 6 years of progressively responsible administrative or programme experience at the national or international level is required Experience in handling web-based management systems, especially in relation to the ATLAS project management and financial control system Experience in the usage of computers and office software packages (MS Word Excel, etc.) and advanced knowledge of spreadsheet and database packages Knowledge of UN and UNDP systems and procedures. Language Requirements: Fluency in English, both oral and written, is required; working knowledge of other UN official language is an asset. Other: Passing the UN Clerical or ASAT Examination is a requirement.

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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.

Programme Associate (Crisis Governance) / DPF