Programme Associate – UNDPedit
The Multi-Country Office of the United Nations Development Programme (UNDP) for Barbados and the Eastern Caribbean States formulated its Sub-Regional Programme Document (SPD) for the period 2017-2021, with extensive in-country consultations, which was approved by the Executive Board on September 2016. The SPD outcomes directly reference the UN Multi-Country Sustainable Development Framework (MSDF) outcomes, which outlines the strategic approach for all UN agencies (resident and non-resident) working in the Caribbean, which are both also aligned to the globally-agreed Sustainable Development Goals (SDGs).
Under the overall guidance of the direct supervisor and/or designated supervisor, the Programme Assistant ensures effective delivery of the Multi-Country Office (MCO) assigned programme by entering and managing data, and supporting programme implementation consistent with UNDP rules and regulations.
UNDP, in collaboration with Government and other development partners, plays a key role in implementing the SPD, providing overall policy direction and in coordinating and monitoring progress towards expected results. In order to facilitate effective coordination, implementation, monitoring of SPD and linked programming and UN System joint programming, the Programme Assistant will supervise clerical and support staff of the Programme Unit, if applicable, and will work in close collaboration with the operations, finance, programme and projects’ staff in the MCO and the 10 programme countries supported by UNDP Barbados as well as UNDP HQs to resolve complex finance-related issues and support the implementation support tasks of the SPD projects and programmes.
Duties and Responsibilities
Summary of Key Functions:
Support formulation of programme documents and implementation strategies of Country Programme Action Plans and the Sub-Regional Programme Document (SPD) 2017-2021
Support to management of the MCO assigned programme
Administrative support and inputs to the assigned Programme Unit
Support to resource mobilization tasks
Facilitation of knowledge management products and knowledge sharing inputs
Work in close cooperation with national governments, UN agencies, operational, technical and administrative support to ensure the efficient and effective implementation, coordination, monitoring and evaluation of Annual Work Plans by performing the following overall tasks and duties.
1. Supports formulation of programme documents and implementation strategies of Country Programme Action Plans, AWPs and linked regional programmes focusing on achievement of the following results by:
Providing project cycle management and financial reporting support and assistance to government institutions and civil society organizations (CSOs) supporting and involved in SPD implementation
Monitoring support of assigned Programme components, projects and activities of SPD programmes including the organization of the annual review meetings and coordinating the participation of the various stakeholders.
Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.
Collection, analysis and presentation of background information for preparation of future MSDFs and SPDs, as well as the effective use and application of Results Based Management (RBM) tools to support project and programme implementation.
2. Provides support to management of the MCO 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 NIM projects, supports implementation of audit recommendations.
Drafting correspondence to facilitate and finalize of UNDP programme payments with Finance Unit;
Coordinate on information flows of programme expenditure including accessing from Atlas recurring and special reports as required for budget preparation, audits etc
Maintain administrative/financial files and programme documentation, including electronic filing in Atlas and intranet, as well as draft business correspondence from oral instructions, previous correspondence and other available information sources;
Keep track, initiate and oversee procurement needs and procurement;
Support annual budgets formulation;
Prepare and follow up on contract agreements;
Coordinate monitoring operational, local staff support and travel budgets;
Support periodic corporate and donor reporting;
Support operational and financial closure of projects.
3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
Review of Nationally Implemented Modality (NIM) project Financial Reports; and the 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.
Maintain appropriate digital and physical filing systems for the assigned Programme;
Maintain and update inventory records for expendable and non-expendable equipment;
Process payments for short-term consultants as well as facilitate travel and accommodation requirements of consultants and other personnel hired by UNDP;
Preparation of vouchers and requisitions for development projects
Assist in organisation of national and international workshops, seminars, visiting missions, field trips;
Coordinate and monitor daily support activities such as:
• Coordinating meeting calendars and arranging appointments and meetings;
• Drafting correspondence, meeting notes and Note To Files (as required) to be shared with governments, regional and international development partners;
• Support with drafting notes of record, meeting reports, project proposals, agendas, presentations handouts, as required;
• Support logistical arrangements for visiting missions to and from the UNDP Multi-Country Office in Barbados and undertake any other tasks required for the successful implementation of UNDP supported programmes which may include public information inputs.
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 MCO focusing on achievement of the following results:
Synthesis of lessons learnt and best practices in programme.
Sound contributions to knowledge networks and communities of practice.
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
The key results have an impact on the overall performance of the assigned Programme Unit and success in implementation of related programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation.
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