Programme Associate

Duties and Responsibilities

The Programme Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex programme-related issues and information delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key duties and responsibilities 

Administration and implementation of programme strategies, adapts processes and procedures:

• Full compliance with UN/UNDP rules, regulations, and policies on programme and projects management, contribution to adjustments of relevant Standard Operating Procedures, as well as compliance with rules and procedures of relevant donors.
• Presentation of thoroughly researched information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC). Support in the establishment of the mechanisms to track the use of RBM tools and maintenance of RBM database.
• Observation and provision of support on POPP compliance of projects and programmes at all stages
• Presentation of information/ reports for identification of areas for support and interventions in the area of Local development and regional development, business development and confidence building.
• Implementation of the CO partnerships and resources mobilization strategies, preparation of reports. 
• Contribution to the mainstreaming of gender, innovation, greening in programmes/projects.
• Contribution to the development of e-tools to be applied in the programme/project management. 

Support to management of the CO programme:

• Presentation of thoroughly researched information for the formulation of the country programme, preparation of project documents’ drafts, work plans, budgets, proposals on implementation arrangements. 
• For projects under the responsibility or acting as alternate for other Programme Associates, entry of data of new financial contributions into Quantum in the form of Annual Work Plans (AWPs), monitoring of AWPs status. Initiation of a project, entering a project into Quantum, preparation or clearance of required budget revisions.
• Maintenance of Cluster Pipeline and Project Tree in Quantum. Track of availability of cash for projects and coordination of installments’ transfer from donors. Follow up with HQs on ASL allocations for development projects under the responsibility.
• Provision of guidance to the executing agencies and project teams on routine implementation of projects, tracking the use of financial resources and quality control.
• Provision of support for effective monitoring of performance indicators/ success criteria, targets and milestones, and preparation of reports.
• Analysis of the situation in programme, identification of operational and financial problems, development of solutions. Liaising with HQ/Regional Bureau and national counterparts on new areas of intervention. 
• Provide support to the Cluster Lead on projects management and oversight. 
• Generation of the Annual CDRs for projects under responsibility and submission for signature to the National Coordinators.
• Support in preparation and clearance of projects’ financial reports to donors.
• Provide support for preparation and conduct of audit of NIM/NGO projects, and implementation of audit recommendations.

Administrative support to the Programme Unit:

• Providing administrative support for project formulation, launch, implementation, and closing through supporting formulation missions, organization of project appraisal, closure, and evaluation including but not limited to concluding contracts with external consultants, arranging travel, meetings, initiating recruitment processes and coordinate other logistics.
• Performing the functions of the General User role in Quantum.
• Coordination of administrative processes for projects without staff, including management of contracts, payments, deliverables. 
• Proper control of the supporting documents for payments, review of projects Financial Reports.
• Monitoring of funds and coordination of actions needed to ensure the availability of budgets and cash limits for payments.
• Proper maintenance and timely update of document management systems (archives) relevant to the functioning of the Inclusive Growth Cluster.

• Analysis of information on donors, preparation of donor’s profile and database, the establishment of contacts with donor counterparts.
• Introducing and updating projects in the Aid Management Platform
• Preparation of cost-sharing and trust fund agreements, monitoring of fulfillment of contract clauses, terms and references, 
• Track and report on mobilized resources.

• Organization of trainings for the operations/programme/projects staff on issues related to programme management and use of Quantum and other internal platforms and tools.
• Synthesis of lessons learnt and best practices in the programme.
• Sound contributions to knowledge networks and communities of practice.
• Promotion of cross-practice collaboration, exchange of information and joint programming. 

• 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 discrimination.

Cross Functional and Technical competencies:

• Business Management- Project Management    
  • Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals.
• Business Management- Communication               
  • Ability to communicate a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods, depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Business Management- Monitoring        
  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
• Business Management- Customer Satisfaction/Client Management        
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients’ immediate requests.
  • Ability to participate client’s upcoming needs and concerns.
• Business Management- Operations Management             
  • Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best rules in the most efficient manner.
  • Knowledge of relevant concepts and mechanisms.
• Finance Budget – Management  
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Finance – Planning and Budgeting             
  • Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting.