United Nations Development Programme
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This position is located in the UNODC Regional Office for Southern Africa (ROSAF) in Lusaka, Zambia, the incumbent will work under the overall guidance of the ROSAF Regional Representative and the direct supervision of the GLOU40 Project Coordinator and the GLOU40 National Officer.
Within assigned authority, the incumbent will be responsible for providing administration and programme support to the implementation of a new UNODC programme in Zambia and Southern Africa, under the Global Programme against Money Laundering the Southern Africa region. She/he will be responsible for the following duties:
• Provide finance and administrative support to the programme, in line with relevant UN rules, using relevant UNODC proprietary software applications, with tasks including, but not limited to, raising purchase orders; processing travel and other claims; preparing requests for payments; following-up on outstanding payments; and attribution of donor pledges.
• Provide support for programme procurement initiatives, according to UN rules and procurement policies.
• Assist in the coordination of programme planning and preparation work; monitor status of programme proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes and related topics or issues.
• Review documents for the programme especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Serve as focal point for administrative coordination of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
• Draft correspondence on administrative and budget-related issues, and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide substantive support to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents, concept notes, information notes and presentations, reports, etc.
• Provision of backstopping to the preparation and implementation of technical assistance activities under this programme.
• Support for the mapping and establishment of partnerships with governmental entities, local and private institutions, and any other strategic partners in the Office’s project target areas.
• Participate in relevant training courses and modules to keep abreast of new developments relating to project management and operations.
• Perform relevant functions in UMOJA as assigned.
• Generate a variety of standard statistical and other reports, work orders, etc.
• Perform other project support service duties and responsibilities including possible travels across Zambia, and the Southern Africa region, as assigned.
Core Competencies:
• Professionalism: Has knowledge of internal policies, processes and procedures generally and those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Can work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- University bachelor’s degree in administration, finance, social sciences, international relations, Economics, Development Studies, or law is a requirement.
- A minimum of 12 years of experience in programme or project administration, technical cooperation or related area is required.
- Working experience in an international organization or the United Nations system would be an asset.
- Experience in working with an ERP system is required, and experience in Umoja is highly desirable.
- Excellent computer skills, including the usage of Office software packages (MS Word, Excel, etc.), knowledge of spreadsheet and database package, experience in handling of web-based management systems
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