Under the overall guidance of the ARR(P) 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.
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
Support to implementation of Efficient Delivery of Achievable Results (CEDAR) project
Focal person for follow-up with all projects and for updating Unit level data in Development Assistance Database (DAD)
Support to the implementation of DEX Projects.
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 projects 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 of NEX projects.
3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
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.
Review requests from projects regarding procurements, personnel, subcontracts and quarterly advances as per requirements of the Project Cycle Operations Manual (PCOM).
Provide support in carrying out routine budget revisions.
Compile and disseminate information /documents on programme activities as required
Generate, monitor and check financial reports, receipt of project financial reports. Verify availability of funds for project activities.
Process advance requests, purchase requisition for travel, budget revisions, generate annual, quarterly and Combined Delivery Reports (CDRs)
Monitoring visit to project sites and assist in preparation and implementation of NEX Audit.
Keep close collaboration with DEX projects and UNDP Operations Division colleagues for timely processing requisition, purchase order and payments to vendors.
Provide training to new project staff in compliance with PCOM rules and regulations.
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.
Demonstrates commitment to UNDP’s 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
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