Administrative/Programme Associate

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.

Job Purpose and Organizational Context

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Within the GPN, the Crisis Bureau guides UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery.

One of the areas of responsibility of UNDP’s Crisis Bureau (CB) is to ensure that UNDP is well positioned to anticipate and to respond in the timeliest and most effective manner to crisis, primarily regarding sudden onset crises and complex protracted crises, triggered by natural disasters, armed conflicts, and health crises alike. The Crisis and Fragility Policy and Engagement Team (CFPET) is UNDP’s evidence aggregator on fragility – linking field assessments, insights and learning with foresight, new data, trends and external thinking based on the overall policy landscape: leveraging technology and UNDP’s vast knowledge base.

Within CFPET, the inter-agency UN Transitions Project, a joint UNDP/DPO/DPPA project created in 2014 with UNDP as the designated managing agent, operates in the context of the drawdown or withdrawal of peacekeeping missions or special political missions to provide transition related support to ensure that UN transition processes are planned and managed in a timely, integrated and forward-looking manner, thereby supporting the sustainability of peacebuilding achievements. The project comprises the following areas of support: (1) integrated operational support, (2) joint knowledge management and guidance enhancement, (3) integrated capacity development, and (4) engagement with Member States, key UN stakeholders and relevant partners.

Under the overall guidance of the Head of CFPET, the direct day-to-day supervision of the Senior Policy and Partnerships Advisor (New York) and working closely with UN Transitions Project’s Project Management Team (four project focal points designated by the participating UN entities), the Administrative/Programme Associate is responsible for providing support to all members of CFPET and the Transitions Team in ensuring the highest efficiency of operational services (administrative and programme), the provision of accurate, thoroughly researched and documented information, transparent utilization of various resources and timely responses to corporate requirements and administration.

He/she analyzes and interprets the UNDP rules and regulations and provides solutions to a wide spectrum of complex operational issues.

The Administrative/Programme Associate (G7) promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. Within CB, the role forms part of CFPET and the UN Transitions Project, which collaborates with GPN Integrated Operations Team and other bureau teams to ensure effective operations support to smoothly deliver administration services. This role acts as the lead administrative staff member to maintain the efficient functioning of CFPET operations, working closely with administrative staff supporting CFPET in Geneva, in the UN Transitions Project partner entities and UNDP policy, programme, operations and project teams in Regional Hubs, COs, and HQ.

Duties and Responsibilities

Summary of key functions:
Serve as CFPET and the Transition Projects’s operations focal point for finances/assets, working in close collaboration with GPN Integrated Operations Team and responding to their queries.

Act as CFPET’s administrative lead, managing day-to-day Team operations, working in close collaboration with Team Managers and programme staff to oversee administrative staff and provide solutions to administrative issues that might arise.

Support UN Transitions Project in data, financial management, project/programme design, planning, implementation, reporting, and information management.

Provide support to UN Transitions Project in financial management and reporting as well as in programme portfolio’s formulation, implementation, design, planning and monitoring and ensure facilitation of knowledge building and knowledge sharing among project partners.

In close collaboration with GPN Integrated Operations Team, provide effective and efficient administrative and financial support services, acting as a liaison between operations and programme to ensure organizational requirements are timely met.

Provide general support to team coordination, knowledge management, information and outreach activities.

1. Support to operations:
Review existing and new guidelines and policies on financial management and bring to the attention of team members any modifications or new policies or guidelines;

Support the team leader in preparing and monitoring Integrated Work-plan (IWP) and annual budget and ensure that the annual work plan and expenditures are included in the budget for review by team members. Provide periodic budget reports to team leader to track and monitor budgetary expenditures;

Manage CFPET administrative/project accounts and serve as certifying officer for transactions up to a maximum of $10,000. Liaise with the CB managers and the focal points in OFRM/BMS on budget matters related to the clearance of funds, financial arrangements and cost sharing arrangements for CFPET projects;

Perform ATLAS Approver Level 1 role to process and manage payments, procurements and contractual matters for vendors and consultants;

Prepare information for UN Transitions Project audits and conduct follow-up/support to the implementation of audit recommendations;

Collect and disseminate information related to UN Transitions Project, including inputs for donor reports and provide information when requested from various sources;

Keep accurate electronic and paper filing, information and records of relevant UN Transitions Project documents that must be retained in support of corporate policies;

Provide other assistance in operations, as requested.

2. Administrative support services:
Organise, provide direction and supervision of all administrative, financial, travel and other logistical activities of the CFPET and Transition Project’s projects and portfolios under her/his responsibilities;

Manage matters relating to office space, equipment, furniture and supplies. Act as focal point with BMS on activities related to the office layout and office space, communication connectivity and directory updates;

Coordinate asset management in the office with timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;

In coordination with the administrative staff, ensure travel arrangements for office are in order and tend to emergencies or matters requiring immediate attention;

Serve as performance management focal point in accordance with OHR system requirements;

Provide logistical support to the office in the organization of workshops, meetings and conferences and liaise with focal points in field or country office locations;

Keep UN Transitions Project Secretariat abreast of latest corporate policy, procedures and regulations;

Contribute to UN Transitions Project knowledge networks and communities of practice.

3. Procurement support services:
Organise and implement procurement processes for consultants or contractors for goods or services including: Requests for Quotations, Invitations to Bid or Requests for Proposals, receipt of quotations, bids or proposals, their evaluation, as per UNDP’s regulatory framework and standard templates;

Prepare submissions and attend as required, the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);

Approve requisitions or purchase orders for contracts in Atlas as per UNDP’s standard instructions, advise on tax exemption, approve vendor profiles and problem solve issues with vendor creation;

As the Team corporate credit card holder, manage purchasing card operations through the dedicated platform to ensure rigorous administration of its usage and proper reporting.

4. Human Resources focal point services:
Organise and follow up staff recruitment processes, including appointments extensions and separation processes as needed; support the drafting of job descriptions and facilitate job creation, classification and vacancy announcements. Document panel recommendations as an ex-officio member in interview panels, prepare submissions to the Compliance Review Board or Panel; draft letters of Expression of Interest for Temporary Appointments posts only;

Create and maintain all CFPET staff related information in Atlas as the Position Administrator including staffing table, CoAs and vendor profiles;

Act as leave focal point: train staff members on ‘My Leave’ in e-services, assist staff who have questions on leave; enter leave types not yet included in e-Services in the Absence Module; provide reports from Atlas to staff members for certification;

As CFPET PMD focal point, assigned with ATLAS PMD Admin role, advise on the current HR performance management process (including Atlas training), monitor and report on their timely completion. Upon request and with proper authorization, initiate PMD documents for staff in their offices, change supervisors (i.e. “transfer” PMD documents), view and print PMDs for supervisors and staff, include comments in and approve PMD documents on behalf of the supervisors and the Talent Management Review Group (TMRG), and run compliance and other reports.

5. Support to formulation, implementation, management and monitoring of the UN Transitions portfolio:

Create and manage the project in ATLAS;

Support the Project Secretariat in the development of operational SOPs for the Project’s new phase and develop a mapping of the administrative business processes of all project partners to ensure coherence and alignment;

Provide administrative and logistical support for meetings, workshops, trainings, conferences, retreats and any other special events organized by the Project, as required;

Monitor selected travel-related payments for the Project, liaising appropriately with operations and staff in the field, as required;

Backstop Project Secretariat on programme management during absences and mission travel;

Ensure the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.

6. General support to coordination, information and outreach activities:

Manage onboarding kit for new CFPET and Transition Team staff, ICs and interns;

Support internal CFPET and cross-GPN coordination, information sharing and problem solving on operational issues, including through the collection of monthly updates from CFPET team members of admin needs/bottlenecks;

Support the Head of CFPET, Senior Policy and Partnership Advisor and Transition Team Project Manager, with other duties when required.

Competencies

Core

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done while exercising good judgement.

Technical/Functional

Ability to adhere to high standards of confidentiality.

Demonstrated ability to work in a multi-cultural environment.

Ability to multi-task while maintaining attention to details.

High sense of commitment and responsibility.

Required Skills and Experience

Education:
Secondary education is required;

University Degree complemented by relevant training is desired.

Experience:
Minimum of 7 years of relevant experience;

Experience within UNDP or the United Nations system is essential;

Experience working with ERP systems, namely, the finance, travel and human resources modules of ATLAS is highly desirable;

Knowledge of relevant business processes within partner entities: DPPA, DPO, DCO, is an asset;

Proficiency in IT software such as MS Word, Excel, etc. is required.

Language Requirements:
Fluency in both written and spoken English;

Knowledge of another UN language is an asset.

Other:
Non-Smoking environment.

Disclaimer

Important applicant information

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA 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 Systems based in New York or Washington, DC.

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

Local recruitment

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

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.