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Programme Associate, Regional Bureau for Asia and the Pacific

Under the overall guidance of the Chief of the South and West Asia Division (SAWAD), and the direct supervision of the Deputy Chief of SAWAD, the Programme Associate provides programme and administrative support services ensuring timeliness, high quality, accuracy and consistency of work.

The Programme Associate works in close collaboration with other colleagues in the Division, in the Bureau and other relevant units of UNDP/HQs.

Duties and Responsibilities

More specifically, the Programme Associate will:

  • Support the one-stop shop by servicing operational requirements of Country Offices’ (CO) programme/projects through compilation/research data and coordination with various support units;
  • Monitor distribution of TRAC and other resources to countries, approval/commitment levels. Maintain updated worksheets of financial aggregates (TRAC, cost-sharing, approvals, delivery). Compile requests for funding from other resources and assemble info for approval of the Unit/Bureau Director;
  • Develop and maintain schedule and databases for the use of the Bureau in oversight, including programme cycle events, cycle harmonization with other agencies, CCA/UNDAF status, evaluation schedules, GLOC, CO staff listing, knowledge-based management;
  • Manage daily correspondence/e-mail. Draft routine letters, screen and prioritize incoming mail for appropriate action. Ensure that response deadlines are met. Take necessary action or refer to appropriate party in the absence of supervisor and institute tracking mechanism for incoming/outgoing mail;
  • Manage and maintain appointment, mission and leave schedules. Prepare all aspects of travel-related matters and liaise with Country Office and support units on logistics and paperwork;
  • Prepare background material/brief for use in bureau discussions, corporate events and briefing sessions. Assume responsibility for development of PowerPoint presentations. Research and compile materials or newsletters, country/regional briefs and presentations. Arrange all logistical requirements thereto;
  • Facilitate identification and selection of consultants for projects by liaising with institutions, consulting agencies, etc. Present candidates of consultants to programme managers and CO indicating details, e.g. availability, fees, etc. for selection. Process all travel and logistical requirements of consultants;
  • Organize Project Appraisal Committee (PAC) meetings (ensure circulation of document, preparation of minutes/circulation to PAC participants). Undertake follow-up actions to PACs. Make recommendations on project document format, budget structure and availability of funds, including during Bureau reviews of CCF/RCF and country and subregional programmes. Draft minutes of PAC meetings for approval by the Chairperson of the PAC;
  • Consolidate CO and subregional programme audit information and reports and monitor follow-up actions. Serve as Bureau focal point for evaluation compliance;
  • Manage the cluster’s documentation system. Maintain and update filing of both hard copies and electronic files;
  • Circulate documents for information/action in the unit. Organize reference materials for the unit and archive closed project files;
  • Provide institutional memory on Division operations. Brief incoming unit staff on operational functions/procedures;
  • Ensure unit’s compliance with corporate guidelines. Participate in twinning arrangement to ensure continuous coverage of administrative support to the unit;
  • Support the cluster Programme Specialists in various programme initiatives (e.g. COMPs, ROARs, SRFs). Perform other programme support functions as required;
  • Act as leave monitor for cluster. Coordinate cluster’s requests for supplies/equipment. Prepare requisition for supplies on ATLAS, receive/inspect delivery of supplies and process payments for approval by approving officers;
  • Content Management by ensuring prescriptive content within functional area is continuously updated and available; best practices are continuously identified, documented and made available to clients and peers, and appropriate and up-to-date information and learning tools are available.

Competencies

  • Excellent organizational and administrative skills, sound judgment and initiative;
  • Excellent ability to work efficiently, independently, in a team environment and under pressure;
  • Excellent written and oral communication skills;
  • Corporate commitment and direction for promoting UNDP’s vision, mission, values and strategic goals;
  • Display of team spirit, demonstration of team-based participation, information sharing, collaborating and cooperating;
  • Demonstration of responsibility and innovation, setting clear performance goals and executing responsibilities accordingly;
  • Flexibility and results-orientations, planning and producing quality results to meet established goals; responding positively and flexibly to change through active involvement;
  • Application of existing knowledge to work, briefing all relevant UNDP and external knowledge and resources to bear on office initiatives in order to improve quality of work and pursue own personal development.

Required Skills and Experience

Education:

  • Completion of secondary school; Bachelor’s (or equivalent) degree preferable.
  • Short-listed candidates should have taken and passed the UN Administrative Support Assessment Test (ASAT).

Experience:

  • Six years of progressively responsible experience in performing administrative or programme support responsibilities with the UN system, NGOs, or public-sector organization;
  • Excellent computer skills including MS Office; IMIS and Atlas an asset
  • Knowledge and understanding of UNDP policies and procedures relating to country programme and project administration.

Language:

  • Fluency in English.

Important Information from the UNDP Recruitment and Selection Framework

  • Externally advertised GS fixed-term appointment and temporary appointment (TA) position slocated in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN system based in New York or Washington, D.C.
  • Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
    Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.


Click here for important information for US Permanent Residents ('Green Card' holders).
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, Regional Bureau for Asia and the Pacific