United Nations Development Programme (UNDP)
Location: New Delhi
Last Date: May 1, 2009
UNITED NATIONS DEVELOPMENT PROGRAMME
External Vacancy Announcement No. UNDP/FT/ 2009/006
Date of Issue: 17th April, 2009
Closing Date: 01st May, 2009
Post Title : Programme Assistant
Organization : United Nations Development Programme (UNDP)
Supervisor : Assistant Country Director (Governance)
Duty Station : New Delhi
Duration : One Year initially
Type of Contract : Fixed Term
Classified Grade : ICS-5
UNDP strives to have a workforce which reflects diversity and gender balance, and applies an equal opportunities approach. UNDP does not solicit or screen for information in respect of HIV or AIDS status. All selection is on merit.
II. Organizational Context
Under the overall guidance of the Assistant Country Director (Governance) and direct supervision of designated supervisor if applicable, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.
The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Support to formulation of programme strategies and the Country Programme Action Plan
Support to management of the CO programme
Administrative support to the Programme Unit
Support to resource mobilization
Support to knowledge building and knowledge sharing
1. Supports formulation of programme strategies and the Country Programme Action Plan focusing on achievement of the following results:
Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
2. Provides effective support to management of the CO programme focusing on the achievement of the following results
Creation of project in ATLAS (ERP Software), preparation of budget revisions, determination of unutilized funds, operational and financial closure of a project.
Presentation of information for audit of NEX projects.
3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
Helping ACD and POs to arrange meetings with various Ministries/Departments and also with UN and Non-UN Agencies.
Gathering and organizing project related information as well as other useful information required by the ACD and Programme Officers; assisting in preparation and formatting of documents for ACD and POs. Printing important documents for the meetings. Drafting routine letters/correspondence as required by the ACD (P) and the Programme Officers. Web searching on different themes/subjects as requested by the Programme Officers.
Dispatching letters/documents/contracts/publications after ensuring accuracy of enclosures of supporting documents and addresses. Obtaining confirmation of dispatched letters, documents etc.
Providing backstop arrangements for meetings and workshops
Attending phone calls, screening and answering queries related to projects
Preparing minutes of the division meeting as required
Leave monitor for Governance unit, generating attendance record monthly and forwarding to HR.
Preparation of non-PO vouchers for development projects.
Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
Making budget check for requisitions, POs and vouchers.
4. Supports resource mobilization focusing on achievement of the following results:
Review of contributions agreement, managing contributions in Atlas.
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the trainings for the operations/ projects staff on programme.
Contributions to knowledge networks and communities of practice.
Coordinating with Learning Manager regarding the orientation of new staff joined in the Governance unit
ATLAS (ERP Software) knowledge sharing with the new staff has joined in the Governance unit.
IV. Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme. A client-oriented and efficient approach impact on the image of UNDP in the country.
V. Competencies and Critical Success Factors
Demonstrates commitment to UNDPs mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
Good knowledge of Results Management Guide and Toolkit
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Prince2 training and certification, RMG
V. Recruitment Qualifications
Education: Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement
3 to 5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Fluency in English and Hindi.
Please apply online by visiting www.undp.org.in (Quick link, work with us).