UNDP Uruguay - Programme Assistant, Effective Governance, Social Protection and Territorial Development
This job description is a direct response to UNDP’s improved business model in Uruguay. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.
The new structure defines the skillsets required to position UNDP in the new NCC context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.
Through its portfolio, the CO has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.
Under the guidance and direct supervision of the Programme Analyst (Effective Governance, Social Protection and Territorial Development), the Programme Assistant supports the design, planning and management of the thematic portfolio assigned and facilitates programme implementation. S/he works in close collaboration with the Programme Finance and M & E Assistant in contributing to the support of the quality assurance of project/programme initiatives as well as the sound programme/project financial management of the assigned portfolio.
The Programme Assistant interacts with the counterparts and project teams promoting a client-oriented approach consistent with UNDP rules and regulations. The Programme Assistant also works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving programmer elated issues and delivering information.
Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management.
3. Alcance del trabajo
Summary of Key Functions:
1. Implementation of Programme/Project Strategies
2. Support to quality assurance of the CO programme & Projects
3. Administrative / Financial Suppport to thematic programme team.
4. Support to Knowledge Management/Sharing
1) Supports formulation of portfolio programme/project strategies and implementation of the Country Programme focusing on achievement of the following results:
• Collection, analysis and presentation of background portfolio-related information for preparation of CCA, UNCF, CPD, effective application of RBM tools and establishment of management targets (Balance Score Card or BSC).
• Presentation of background information for formulation of portfolio-related information for the country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.
2) Provides effective support to quality assurance of programme/project management of the thematic programme, and substantive and administrative support to the implementation of DIM projects, focusing on the following results:
• Creation of projects awards in Quantum, preparation of required budget revisions, revision of project and output status, determination of unutilized funds, operational and financial close of a project.
• Provision of guidance to the implementing partners, projects’ personnel and executing agencies on routine implementation of projects.
• Presentation of information for audit and HACT assurance activities of projects, supports implementation of audit recommendations on matters related to the portfolio.
• Liaise with Programme Finance Assistant and M & E Assistant in contributing to the support of the quality assurance of project/programme initiatives as well as the sound programme/project financial management of the assigned portfolio.
• Support the overall implementation of projects activities in the portfolio and their quality assurance, the observation of the Programme and Project Management (PPM) policies and procedures and overseeing the generation of analytics/reviews that measure quality standards and identifying potential trouble areas.
• Organization of programmatic activities within the framework of the cluster
3) Provides administrative/financial support to the thematic programme team focusing on achievement of the following results:
• Review of NIM projects FACE Forms (direct payments, reimbursements and direct cash transfers); preparation of non-PO vouchers for development projects of the assigned portfolio.
• Liaise with implementing partners, Finance Associate in resource needs, recognition of donor contributions and project monthly payroll, assuring funds availability.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Quantum for development projects, register of receipts in Quantum.
• Making budget check for requisitions, POs and vouchers, ensuring transactions have Valid status. Micro-purchase management
4) Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on programme.
• Synthesis of lessons learnt and best practices in programme.
• Sound contributions to knowledge networks and communities of practice.
4. Acuerdo Institucional
Under the guidance and direct supervision of the Programme Analyst (Effective Governance, Social Protection and Territorial Development) the Programme Assistant supports the design, planning and management of the thematic portfolio assigned and facilitates programme implementation. S/he works in close collaboration with the Programme Finance and M & E Assistant in contributing to the support of the quality assurance of project/programme initiatives as well as the sound programme/project financial management of the assigned portfolio.
Competencies
Please refer to the competency framework site for the entire list of competencies and further explanations.
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 discriminationCross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area Name Definition Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity Business management Project ManagementAbility to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Administration & Operations Event Management Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Business management Partnership Management Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies6. Requisitos académicos mínimos para un NPSA: Min. Academic Education
Education:
Seconday Education completed, preferably with specialized certification in Accounting and Finance or University Degree in Law, Business and Public Administration, Economics, Political Sciences, Social Sciences would be desirable, but it is not a requirement.
Min. years of relevant
Work experience
Experience:
Minimum 5 years of progressively responsible administrative or programme management support experience is required at the national or international level working in national/multinational development programmes, for candidates with Secondary Education.
Minimum 2 years of relevant experience will suffice if in possession of a Bachelor’s Degree.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Required Language(s) (at working level) Proficiency in Spanish and working knowledge of English.
Documentación:
a) 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.
b) A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
c) 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.
d) Copy of diplomas