Programme Associate

UNDP’s Istanbul Regional Hub is UNDP’s hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in developing of country-level initiatives through advisory services and technical support and by implementing regional and global level programmed and projects in partnership with a wide range of partners. Under the direct leadership of the Hub Manager, the RBEC’s Regional Hub employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. 

Under the overall guidance and supervision of the PSU coordinator and in close coordination with the respective thematic teams to which the post is assigned the Programme Associate provides programme and administrative services in support of the IRH programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management.  The Programme Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations. 

In close collaboration with policy, programme, operations and project teams in the Regional Hub, COs, and HQs, the Programme Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.  

The Programme and Support Unit works to support achievement of UNDP strategic objectives to create a world where people and planet thrive together, and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions. Programme staff assist the Country Office in formulating and implementing programme strategies that go beyond solving immediate development challenges to create future smart and integrated systemic changes in resilience and capacity building within the country.

Under the overall guidance of the Programme Support Unit Coordinator, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations

The Programme Associate works in close collaboration with the Operations, Programme and projects’ staff in the IRH and UNDP HQ, and UN Agencies to exchange information and resolve complex finance-related issues.

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.

• Provide background information for preparation of RP, preparation of project documentation, work plans, budgets and implementation arrangements and establishment of Baselines, Milestones and Targets (BMT).
• Provide information/evidence to guide future programming and identify implementation arrangements.

2. Support assigned teams and projects in quality assurance processes 

• Advise teams and projects on timely planning and reporting exercise and supports maintenance of corporate and internal planning and reporting systems for effective and efficient project monitoring.
• Support corporate and regional processes and consolidates various inputs to ensure quality submission of various documents.
• Monitor the maintenance of project data in various platforms; ensures compliance with IATI.
• Support maintaining and monitoring of the Quantum project management module and related tools.
• Provide support to monitoring and evaluation activities, as required.
• Support implementation of audit/evaluation recommendations, as required.

3.  Provide programme support services to the assigned regional teams and assists in implementation of programme portfolio:

• Assist in procurement and contracting processes, compiles contract documentation and prepares documents for the HR/Procurement units
• Create project in ERP, prepare required budget revisions, revise project status, determine unutilized funds, and ensure operational and financial closure of a project.
• Provide day-to-day guidance to implementing partners on implementation of projects, and track use of financial resources. Contribute to managing digital technology solutions in programme implementation towards scalability and sustainability in line with UNDP’s digital standards.
• Contribute to the effective management of data in programme implementation, across the data lifecycle. Follow up on programme and project performance indicators/ success criteria, targets and milestones, preparation of reports, and implementation of corporate results-based management mechanisms and tools.
• Identify programme related bottlenecks and propose solutions.
• Make preparations for external and internal programme/project audits, and support implementation of audit recommendations.
• Provide administrative support to the Programme unit by maintaining internal expenditure system and performing quality assurance review of technical reports and payments that includes following up with other units and taking timely corrective actions.

4. Facilitate knowledge building and knowledge sharing. 

In assigned programme areas:

• Organize and deliver programme related training for relevant programme and operations personnel.
• Compile lessons learned and best practices.
• Provide contributions to knowledge networks, communities of practice and digital knowledge platforms.

5. Support implementation of the partnership and resource mobilization strategies 

In assigned programme areas, 

• Analyze information on donors and prepare donor profiles.
• Track and report on mobilized resources.
• Review contributions agreements and manage contributions in ERP.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Supervisory/Managerial Responsibilities: May supervise support staff in Programme unit
 

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 & Technical Competencies: 

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

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 fulfil 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 anticipate client’s upcoming needs and concerns.

Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Risk Management: Ability to identify and organize action around mitigating and proactively managing risks

Results-Based Management: Ability to manage programmes and projects with a focus on improved performance and demonstrable results.

Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.