Country Programme Associate

  •  United Nations Development Programme (UNDP)
    •  
  •  UNDP, Addis Ababa, Ethiopia
FULL_TIME NGO Jobs in Ethiopia United Nations / UN Jobs in Ethiopia

Job Description

Job Background

                Under the overall guidance and direct supervision of the Country Programme Specialist, the Country Programme Associate performs functions that support the Sub-regional Cluster, West and Central Africa of the Country Support and Oversight Team. The Country Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations. S/He works in close collaboration with other central units at HQ, the Regional Bureau and the Regional Hub in Addis Ababa in resolving complex proqramme-related issues and information delivery.

 

                Duties and Responsibilities

                Summary of Key Functions:

  • Provides effective support to the team’s proactive and targeted representation & coordination function;
  • Ensures targeted and aligned CO portfolio management support, including crisis support;
  • Provides support to CO planning, evaluation, monitoring and reporting activities;
  • Provides programme and administrative support to the Team and Regional Hub Directorate;
  • Provides support in creation of strategic partnerships and implementation of resource mobilization strategy and facilitation of knowledge building and knowledge sharing.

Duties and Responsibilities:

 

  1. Provides effective support to the team’s proactive and targeted representation and coordination function:
  • Support in the conduct of desk research, tracking and analyzing emerging and evolving issues including crisis and complex development situations, identifying critical issues for UNDP programming;
  • Assistance in CO and sub-regional level research by engaging with internal team, external stakeholders and policy teams;
  • Support in the preparation of briefing notes on all COs, sub-regional and regional aspects particularly ahead of -high level meetings. Helps coordinate preparatory activities and liaison with stakeholders in advance;
  • Support in preparation of minutes from meetings and follow-up on action points with all relevant stakeholders;
  • Support in preparation of invitation or response letters to external stakeholders;
  • Helps collect required information and inputs into internal briefings, position options and corporate internal papers.
  1. Ensures effective support to targeted and aligned CO portfolio management, including crisis support:
  • Support to improved alignment of CO programmes with corporate and regional priorities, offering by collecting and providing knowledge from other country programmes, evaluations, performance analytics, and other available sources of lessons learned;
  • Support in providing monitoring data on country programme and project performance to inform RBx management decision in preparing for or responding to crisis situations and for inputs to briefing notes on country-level crisis with up to date information for HQ meetings;
  • Presentation of thoroughly researched information for formulation of regional/country programme;
  • Follow up on performance indicators/success criteria, targets and milestones, and preparation of reports;
  • Analysis of the situation at programme-level, identification of operational and financial problems, and development of solutions;
  • Programmatic and operational support to the team during the preparation and implementation of programme cycles;
  • Undertakes detailed financial monitoring of country office core and non-core resources, developing and updating databases and producing reports on the current and projected financial status and liaising with the respective HQ units as necessary;
  • Advises the country offices on finance, programming and other issues by providing proactive recommendations, information, and follow-up support;
  • Liaison with the COs and other HQ Units and preparation of analysis reports on aggregate databases on ROARs, CPDs, IRRF, IWPs, GLOC status and host country contributions, cost recovery, programme advance authorizations, and financial and administrative issues;
  • Analysis of country office performance through monitoring of management performance indicators/tools.
  1. Provides support to CO planning, evaluation, monitoring and reporting activities:
  • Effective support to the team in its CO Support and Oversight functions;
  • Assistance in sharing the Bureau’s newly developed policies and priorities with the CO leadership, disseminating corporate analysis on sub-regional trends, and providing first level of oversight of compliance with corporate programme management standards;
  • In close coordination with the Operations Team, ensures monitoring of CO operational, financial performance and efficiency, and timely implementation of audit recommendations, identifying issues and/or delays and escalating concerns to Country Specialist;
  • Assistance in consolidating all CO managerial performance information to facilitate effective and efficient corporate oversight functions.
  1. Provides programme and administrative support to the Country Support and Oversight Team and Regional Hub Directorate:
  • Research and preparation of thematic reports, meeting briefs, and financial data on countries of the region for the analysis and reporting requirements of the Country Support Team and Regional Hub Directorate;
  • Serves as focal point for knowledge management and best practices in the team, maintains, disseminates and advises on corporate programme and operational policies and procedures;
  • Supports team’s activities, at the programmatic, operational and logistical level in organizing conferences and other events on behalf of the Country Oversight and Support Team;
  • Maintaining contacts with other UNDP/UN HQ units, other UN Agencies, government offices, and donors about country programmes and activities, cost-sharing, trust funds, and reporting, to assist in fulfilling the "one-stop-shop" function of the division;
  • Consolidation and dissemination of country office publications and reports and maintaining and disseminating a record of country office publishing plans and achievements;
  • Provides support for visits to country offices by Regional Hub Directorate and Country Oversight and Support Team staff;
  • Serves as back-up for the other support staff in the Regional Hub when they are out of office on leave;
  • Proper control of the supporting documents for payments, review of NEX projects Financial Reports;
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Monitoring of leave within the team ensuring leave is properly reflected in the ATLAS system and tracked.
  1. Provides support in creation of strategic partnerships and implementation of resource mobilization strategy and facilitation of knowledge building and knowledge sharing:
  • Support the Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts;
  • Tracking and reporting on mobilized resources;
  • 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.

                Competencies

                Core Competencies:

  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating teamwork;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Functional Competencies:

 

Advocacy/Advancing A Policy-Oriented Agenda.

Level 1.1: Support the preparation of information for advocacy:

  • Identifies relevant information for advocacy for a variety of audiences;
  • Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts.

Results-Based Programme Development and Management.

Level 1.1: Contributing to results through provision of information:

  • Provides information for linkages across programme activities to help identify critical points of integration;
  • Provides information and documentation on specific stages of projects/programme implementation;
  • Participates in the formulation of project proposals.

Building Strategic Partnerships.

Level 1.1: Maintaining information and databases:

  • Analyzes general information and selects materials in support of partnership building initiatives;
  • Maintains databases of donor information;
  • Tracks and reports on mobilized resources.

Innovation and Marketing New Approaches:

Level 1.1: Implementing processes and uses products.

  • Documents and tracks innovative strategies/best practices/new approaches;
  • Tracks bottlenecks, problems and issues, and proposes solutions;
  • Responds positively to new approaches.

Resource Mobilization.

Level 1.1: Providing information for resource mobilization strategies:

  • Maintains information/databases on potential and actual donors;
  • Maintains database of project files;
  • Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing.

Level 1.1: Basic research and analysis:

  • Researches best practices and poses new, more effective ways of doing things;
  • Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise.

Level 1.1: Fundamental knowledge of processes, methods and procedures:

  • Understands the main processes and methods of work in relation the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • 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;
  • Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Global Leadership and Advocacy for UNDP’s Goals.

Level 1.1: Research and analysis:

  • Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences;
  • Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts.

Client Orientation.

Level 1.1:  Maintains effective client relationships:

  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Responds to client needs promptly.

                Required Skills and Experience

                Education:

  • Secondary Education. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

  • 7 years of progressively responsible secretarial, administrative or programme experience (four years with first Degree) is required at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

  • Fluency in English and the national language of the duty station, both oral and written, is required; French is an asset.

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