UNDP | Admin/ Grants Officer

Admin/ Grants Officer - Gaza, Palestine

Agency : UNDP   
Title : Admin/ Grants Officer
Job ID :8881
Vacancy End Date : (Midnight New York, USA) 07/04/2017   
Duty Station : Gaza, Palestine   
Education & Work Experience : G-Bachelor's Level Degree - 4 year(s) experience   
Languages : Required:Arabic, English   
Contract Duration : 1 year with the possibility to extend
   
   
Background
   

The UNDP/UN Women/UNICEF Sawasya II Joint Programme (Strengthening the Rule of Law in the oPt: Justice and Security for the Palestinian People) is the United Nations’ foremost programme aimed comprehensively at promoting and advancing the rule of law, justice, security and human rights in Palestine.

During the period 2014-2017 the programme has endeavoured to enhance the capacities of, and public confidence in, rule of law institutions, and strengthen access to justice, security and protection services, especially for women and girls. Interventions are designed with a view to sustainability and linking activities to ‘system-level’ policy development.  

As part of the second phase of the programme and backed by a consortium of development partners, with numerous national and international actors, Sawasya II supports government institutions and civil society working in justice, security and protection to strengthen access to efficient, equitable and accountable services for Palestinians in Gaza and the West Bank, including East Jerusalem. Partnership with UN Women and UNICEF in this joint programme underpins the gender and child rights components throughout the justice chain and within relevant public services.

Civil society partners and academic institutions are vital elements of building an inclusive State of Palestine that respects, protects and fulfils human rights and gender equality, and promotes development, peace and security – the fundamentals of the United Nations’ mission in Palestine. Support rests on a supply and demand equation that combines enhanced service delivery by resilient justice and security institutions with the public’s ability to access such services and hold duty-bearers to account. By increasing public confidence in the sector, support is designed to be catalytic, strengthening state-society relations and creating an enabling environment for development and peacebuilding. Interventions are informed by a coherent theory of change and characterised by flexibility and responsiveness to institutional changes as a result of political developments.

The Administration Grants Office supports the UNDP/Sawasya Programme Management to administer the Civil Society Organizations Grants.  S/he will perform these functions in close collaboration with and in close cooperation with the Management, Finance and Oversight Analyst, UNDP Management Support Unit, UNDP Governance team and Programme Associates (West Bank and Gaza): UNDP Finance, PMU, etc.

S/he will provide substantial assistance with audit, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations to support the implementation of overall activities under his/her area of responsibility.

UNDP/PAPP- is seeking a candidate to fill the position of Administration Grants Officer. Under the overall guidance of the Chief Technical Specialist and the direct supervision of the Programme Analyst in Gaza. As this position is related to Sawasya II Joint Programme (Strengthening the Rule of Law in the oPt: Justice and Security for the Palestinian People) in the occupied Palestinian territory with an expected duration of Three Years, the Service Contract extension will be conditioned to satisfactory performance evaluation as well as availability of funding under the project.
   
Duties and Responsibilities
   

Support management and administration of civil society partnerships

    In close coordination with the Management, Finance and Oversight Analyst, UNDP Management Support Unit, UNDP Governance team and Programme Associates (Gaza and West Bank):
    Verifying liquidation reports / FACE forms submitted by programme partners, and supporting the processing of those reports and recording of forecasts;
    Undertake programmatic visits and micro-assessments of programme partners in accordance with programme and corporate UNDP protocols;
    Ensure full contractual compliance through timely preparation of contracts in accordance with corporate templates, policies and procedures, monitoring grants and delivery in accordance with agreed results including both financial and narrative results tracking results against log frame, monitoring visibility and communications plans of IPs, contributing to knowledge management by collecting all knowledge products from all partners.
    HACT compliance assured;

Actively contribute to inter-agency taskforces including the CSO and Knowledge task forces;

    Supporting and following through on requests for payments from programme partners;
    Regularly generates financial reports, and budget spreadsheets: Account Activity Analysis (AAA) and CDRs;
    Regular budget tracking including preparing budget revisions, revisions of project Award, regular tracking and calculation and advice on commitments, expenditure and unutilized funds for review by the Project Specialist and Joint Programme Manager;
    Supporting procurement of goods and services; including creation of E-requisitions in ATLAS, register of goods receipt, preparation of PO Vouchers/Non-PO Vouchers for works under various types of projects and making budget check for requisitions and vouchers;
    Ensure that the appropriate accounting codes are used and supported by all documents in accordance with UNDP Rules and Regulations;
    Upload relevant project documentation in ATLAS;
    Support the preparation of the Procurement Annual Plan for the activities under the designated portfolio;
    Support to internal and external project auditing and evaluation;
    Assist the preparation of certificate of completion / evaluation for consultants/contractors;
    Supporting the operational / financial closure and initiation of projects as required;

Administrative support to the project team

    Provide effective support to the project team (Gaza and West Bank) to ensure the efficient and effective functioning of the team, including:
    Providing support to the preparation and conducting of regular team meetings, project Steering Committee meetings, project proposal review Committee meetings, field visits etc.
    Arrange meetings with partners and counterparts;
    Draft minutes of meetings as requested;
    Preparing and submitting travel authorisations, claim forms for travel expenses;
    Submission of verified time sheets for programme team;
    Follow up collection of data for results based reports and submission of stories for programme communications;
    Support to technical staff in the preparation of project proposal packages and monitoring / tracking of agreements and payments
    Establishes and maintains programme files and all documents (electronic and hard copies) in a systematic order in accordance with UNDP requirements, Archives closed files and maintains accurate log of archive files;
    Assist the Project Analyst -Gaza and the Chief Technical Specialist in following-up on Human Resources related issues, including evaluation meetings; contract extensions, recruitments, preparing inductions;
    Makes logistical arrangements for travel, workshops, conferences, missions, field visits including pro, transport, accommodation etc.;
    Support effective knowledge management including maintaining the team calendar, leave plan and document management systems;
    Drafts simple correspondence, agendas, programmes, itineraries for approval;
    Prepares briefing materials as necessary for Project team / Joint Programme staff to use on official trips, monitoring visits and meetings, etc.;
    Supports administrative requirements for project closure, project / programme bridging, start up and mobilization, as required;
    Prepares informal translations for programme-related correspondence and informal interpretations at meetings if required;
    Relevant support to the Joint Programme as required;
    Coordinate closely with the Management, Oversight and Finance Analyst and UNDP Governance team to provide support and assistance as required.

 
   
Competencies
   
Functional Competencies:   
Advocacy/Advancing A Policy-Oriented Agenda
Level 1.2: Preparing information for advocacy

    Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate and comparative advantages.
    Applies principles of gender and social inclusion as the cross-cutting issue in every aspect of the project implementation and management


Results-Based Programme Development and Management
Level 1.2: Contributes into results through primary research and analysis

    Assesses project performance to identify success factors and incorporates best practices into project work
    Researches linkages across programme activities to identify critical points of integration
    Monitors specific stages of projects/programme implementation
    Analyzes country situation to identify opportunities for project development
    Participates in the formulation of project proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly

Building Strategic Partnerships
Level 1.2:  Maintaining a network of contacts

    Builds strong relationships with clients and external actors, at senior levels;
    Develops networks with relevant academic and policy organizations at national and local level such as think tanks, university departments, professional associations, civil society organizations etc.
    Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
    Establishes and nurtures positive communication with partners

Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis

    Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
    Conceives and proposes innovations in the development and implementation of UNDP initiatives and government activities
    Documents and analyses innovative strategies and new approaches
    Identifies and communicates opportunities to promote learning and knowledge sharing and knowledge transfer

Job Knowledge/Technical Expertise
Level 1.2: Fundamental knowledge of own discipline

    Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
    Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
    Analyzes the requirements and synthesizes proposals
    Strives to keep job knowledge up-to-date through self-directed study and other means of learning
    Demonstrates good knowledge of information technology and applies it in work assignments
    Plans and organizes training in the public administration and other relevant areas


Promoting Organizational Change and Development
Level 1.2: Basic research and analysis

    Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
    Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
    Gathers and analyses feedback from staff

Design And Implementation of Management Systems
Level 1.2: Research and analysis and making recommendations on management systems

    Maintains information/databases on system design features
    Develops simple system components

Client Orientation
Level 1.2: Establishing effective client relationships

    Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
    Organizes and prioritizes work schedule to meet client needs and deadlines
    Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
    Actively supports the interests of the client by making choices and setting priorities to meet their needs
    Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management
Level 1.2: Basic monitoring

    Gathers, analyses and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

    Demonstrating/safeguarding ethics and integrity
    Demonstrate corporate knowledge and sound judgment
    Self-development, initiative-taking
    Acting as a team player and facilitating team work
    Facilitating and encouraging open communication in the team, communicating effectively
    Creating synergies through self-control
    Managing conflict
    Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
    Informed and transparent decision making

 
   
Required Skills and Experience
   

-    BA Degree in Finance/ Accounting, Business or Public Administration or any other related from accredited university.
-    4 years of relevant experience in providing support on grant administration, financial management and monitoring, liquidation reporting and accounting advisory services, managing staff and operational systems.
-   Experience in UNDP processes and procedures is an advantage.
-    Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft.
-   Excellent writing and communication skills
-    Fluency in Arabic and English languages is a requirement
   
   
Disclaimer
   

Important applicant information

All posts in the SC categories are subject to local recruitment.

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Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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