Joint Programme Associate

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Description

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The Joint Programme on Inclusive, Competitive and Responsible Digital Philippines or Digital-PINAS aims to leverage digital innovation for inclusive growth and resilience, aligning with UN frameworks and Sustainable Development Goals (SDGs). It addresses digital disparities among marginalized groups through a three-pillar strategy: enhancing MSME capabilities, improving digital access, and fostering gender-responsive policies. 

The JP brings together a coalition of partners, leveraging the strengths and resources of Participating UN Organizations (PUNOs) — United Nations Development Programme, International Labour Organization, and the International Trade Centre — under the auspices of the UN Resident Coordinator, alongside key government agencies. With a multi-stakeholder approach, collaboration with local governments, the private sector, civil society, and international donors ensures alignment with national priorities. 

UNDP is looking for a Joint Programme Associate for the Joint Programme Management and Coordination Unit (JPMCU) based in Manila. This post involves working closely with the Joint Programme PUNOs, UNDP Institutions and Partnerships Programme (I&P) Team, and Impact Advisory Team, and other stakeholders, including the project’s Steering Committee and Technical Working Groups, to ensure that the project achieves its intended objectives.

The duty station is in Manila, Philippines. Overall direction and guidance shall be provided by the UNDP Team Leader for Institutions and Partnerships Programme while day-to-day supervision shall be performed by the Joint Programme Coordinator with oversight from the Programme Analyst.

Duties and Responsibilities

Under the overall supervision of the Joint Programme Coordinator and working closely with the rest of the members of the JPMCU, with oversight from the Institutions and Partnerships Programme Analyst, the Joint Programme Associate is expected to ensure full compliance of all financial, administrative, and logistics transactions to the UNDP policy, procedures, rules and regulations.  S/he is expected to work in close collaboration with the Country Offices’ Results and Quality Team and Operations Team in order to: 

• Support overall effective and efficient management and monitoring of the Project by contributing to day to day administrative, finance and asset management: 
• Contribute to the development of project’s annual and quarterly work plans, procurement plan and financial and physical progress reports; 
• Maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;   
• Keep track of the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation; 
• Work closely with the Programme Team, Results and Quality Team, and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations; 
• Support to the conduct of annual project reviews, audits, monitoring missions, evaluations 
• Support in the contract management of the project to ensure that deliverables are met on a timely manner;
• Support in establishing suitable monitoring mechanisms and undertaking regular monitoring and reporting on project progress, risks and constraints; 
• Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects; 
• Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources. 

 Ensures timely implementation of project events and activities through efficient administrative and logistics support: 

• Provide and coordinate project-related administrative and on-site logistics support for inspection, delivery and acceptance of goods and services; 
• Ensure efficient arrangement of meetings, events and other Project-related events, as well as day-to-day transportation and mission travel requirements; 
• Coordination of travel arrangements including preparation of travel requests, coordinates with travel unit for travel authorizations, ticket bookings, and visa requirements; 
• Support to the conduct of annual project reviews, audits, monitoring missions, evaluations;
• Support in building and maintaining effective relationships with key partners and stakeholders, especially with the Joint Programme Steering Committee and Technical Working Groups 
• Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources
• Support in the maintenance of the project records, filing systems and safekeeping of documents for uploading and archiving; 
• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

Ensures implementation of operational strategies, focusing on achievement of the following results: 

• Full compliance of operational activities to UNDP rules, regulations, policies, and strategies; 
• Undertake administrative, finance and procurement procedures on a timely manner such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities; 
• Support to small-value procurement and coordinating with the suppliers for the delivery of goods and services; 
• Raise requisitions as required and register as general user role in QUANTUM; 
• Provision of inputs to the project team results-oriented workplan. 

Provides support to proper supply and assets management, focusing on achievement of the following results:

• Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports (SAE, RADT, and others);
• Coordination of the provision of reliable and quality office supplies.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Support to organization of trainings and events;
• Provision of inputs to lessons learnt and best practices in the programme including meeting documentation, drafting of communication letters, and logging of minutes from project and partner meetings;
• Sound contributions to knowledge networks and communities of practice;
• Support in preparation of Corporate Requirements including but not limited to annual work plan, quarterly report, and annual report of the project.

Required Skills and Experience

Education:

• Secondary education is required. 
• University degree (bachelor’s degree) in Business Administration, Management, Entrepreneurship, Accounting, Economics, Finance or related field will be given due consideration, but is not a requirement. 
• Professional Certifications in finance, accounting and procurement are an advantage.

Experience:

• Minimum seven (7) years (with secondary education) or four (4) years (with bachelor’s degree) of relevant experience in administrative, financial, procurement, and logistics support at the national or international level is required.
• Knowledge on basic information and communications technology (ICT) and proficiency in Microsoft Office applications is required.
• At least 2 years professional experiences in finance, procurement, logistics, and administration.
• At least 2 years demonstrated experience and capacity in project/business, financial management, including preparations of budgets, annual workplans, project delivery or progress reports and financial reports.
• At least 2 years working experience in procurement support to UN projects and the use of online enterprise risk management platforms is an advantage.
• At least 2 years working experience with UN agency/mission, an NGO/INGO, or government is an asset.

Required Languages: 

• Fluency in English and Filipino languages

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/19847

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