I. Position Information

Job Code Title : Programme Assistant

Pre-classified Grade: ICS-5

Supervisor: UNDP Deputy Resident Representative (DRR)

Under the overall guidance of the DRR, the Programme Assistant ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.

The Programme Assistant works cooperatively with clerical and support staff of the Programme Unit, with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.

Summary of Key Functions:

• Support to formulation of programme strategies and implementation of the Country Programme Action Plan
• Support to management of the CO programme
• Administrative support to the UNDP Programme Unit, DRR, RR
• Support to resource mobilization
• Facilitation of knowledge building and knowledge sharing

1. Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:

• Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC).
• Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.

2. Provides effective support to management of the CO programme focusing on the achievement of the following results:

• Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Provision of guidance to the executing agencies on routine implementation of projects.
• Presentation of information for audit of NEX projects, supports implementation of audit recommendations.
• Assists DRR and Programme Unit on a variety of programme related and operational issues, including keeping of time table, arranging appointments, etc
• Preparation briefing materials for the Programme Unit, DRR and RR for use on official meetings, business trips, etc
• Participation in the organization and preparation of meetings, different visits, taking minutes and/or notes, preparation of reports, drafting different correspondence and following-up on it
• Preparation/organization of translation into UKR/RUS/ENGL of the programme/project documents, reports, information materials, letters, etc
• Actins as interpreter during the meetings/conferences or arranging for the interpretation

3. Provides administrative support to the Programme Unit, DRR and RR focusing on achievement of the following results:

• Review of NEX projects Financial Reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• 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
• Ensuring accuracy of the filing system in Programme Unit
• Keeping lists of names, addresses and telephone numbers of government officials, programme counterparts, members of diplomatic corps
• Facilitation of travel arrangements for missions, supervisors and other staff on “when needed” basis

4 . Supports resource mobilization focusing on achievement of the following results:

• Analysis of information on donors, preparation of donor’s profile.
• Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on programme.
• Synthesis of lessons learnt and best practices in programme.
• Sound contributions to knowledge networks and communities of practice.

6. Other:

• When requested may perform functions of the project assistant, including administrative and operational;
• Provides secretarial assistance to other staff when required and the work-plan permits it;

IV. Impact of Results

The key results have an impact on the overall performance of the Programme Unit and success in implementation of programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation.

V. Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

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 specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

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
• Demonstrates openness to change and ability to manage complexities

VI. 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.

Experience:

3 to 4 years of progressively responsible 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 advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English and language of the duty station.

Applications (most recent CVs) in English language with the reference “Programme Assistant” are to be submitted to e-mail address: vacancies@undp.org.ua

Please mention the minimal salary level expected in your application.

DEADLINE FOR APPLICATIONS IS COB, 7 January 2008

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.