UNDP | Programme Assistant

الوصف الوظيفي

Programme Assistant - West Bank, Palestine

Title : Programme Assistant
Job ID : 8917
Vacancy End Date :(Midnight New York, USA) 07/04/2017
Duty Station : West Bank, Palestine
Education & Work Experience : C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor's Level Degree - 5 year(s) experience
Languages Required: Arabic, English
Grade : SB3
Vacancy Type : Service Contract (SC)
Posting Type : External
Contract Duration : 1 year with possibility to extend.


Background


The United Nations Development Programme/Programme of Assistance to the Palestinian People (UNDP/PAPP) is launching a second Phase multi-year Rule of Law and Access to Justice programme in Gaza Strip and West Bank known as Sawasya II.

Under the overall guidance of the Governance Team Leader and the direct supervision of the Joint Programme Manager, the Programme Assistant will provide programme support services, ensuring high quality, accuracy and consistency of work. The Programme Assistant will work in close collaboration with the operations and other programme staff in Jerusalem, Ramallah, Gaza Strip, UNDP/BCPR and UNDP HQ as required to exchange information and support programme delivery.

UNDP/PAPP- is seeking a candidate to fill the position of Programme Assistant, under the overall guidance of the Governance Team Leader and the direct supervision of Joint Programme Manager. 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 Project 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

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.

Provides effective support to management of the Sawasya Programme focusing on the achievement of the following results:

    Creation Entries in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
    Presentation of information for audit
    This will include but not limited to: preparation of purchase orders, vouchers and vendors, drafting letters and faxes in English and Arabic, copying, filing, editing, and formatting computer documents, central record keeping, data input and UNDP/PAPP systems follow-up and processing.
    Set up and maintain an organized filing system and establish document control procedures.
    Review incoming operational and financial reports in terms of completeness and formal correctness in cooperation with the CTA/Joint Programme Manager.

Provides administrative support to the Programme Unit focusing on achievement of the following results:

-    Ensure prompt compiling, copying and distribution of all programme/activity reports.
-    Liaise with UNDP/PAPP, counterparts and programme staff to facilitate project requirements.
-    Draft and prepare reports reflecting a high standard of English and proficiency in Word and Excel computer applications.
-    Assist with the translation of documents from English to Arabic and vice versa.
-    Assist in the monitoring of schedules and timetables, including plan updates in cooperation with the CTA/Programme Manager. 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.
-    Maintain and update UNDP reporting schemes and matrices.
-    Draft, edit and distribute minutes when requested.
-    Liaise with the counterparts’ administrative managers on all issues related to the programme.

Supports resource mobilization focusing on achievement of the following results:

    Review of contributions agreement, managing contributions in Atlas.
    Prepares reports on resource mobilization targets as requested.

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.

Perform relevant duties as assigned.


Competencies

Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Level 1.1: Support the preparation of information for advocacy

    Identifies relevant information for advocacy for a variety of audiences
    Results-Based Programme Development and Management
    Level 1.1: Contributing to results through provision of information
    Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships
Level 1.1: Maintaining information and databases

    Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products

    Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)
Level 1.1: Providing information for resource mobilization strategies

    Maintains information/databases on potential and actual donors
    Maintains database of project files
    Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis

    Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures

    Understands the main processes and methods of work regarding to the position
    Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
    Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis

    Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation
Level 1.1: Maintains effective client relationships

    Reports to internal and external clients in a timely 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

Responds to client needs promptly

    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

-    Secondary Education preferably with specialized certification in Administration, Accounting and Finance.
-    BA Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences from an accredited university would be desirable, but it is not a requirement.
-    5 years of relevant administrative or programme experience is required at the national or international level.
-    Strong English communication skills (written and oral)
-    Experience in the usage of computers and software packages (MS Word, Excel, etc.).
-    Knowledge of spreadsheet and database packages, experience in handling of web based management system.
-    Experience with the United Nations is an asset.
-    Knowledge of UNDP’s Atlas system is an asset.
-    Knowledge of UNDP’s rules, regulations and procedures is an asset.
-    Fluency in Arabic and English required.


Disclaimer


Important applicant information

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

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