Programme Assistant

Islamabad

Organization: UNDP - United Nations Development Programme
Location: Islamabad
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Administrative support
- Project and Programme Management
Closing Date: 2024-01-24

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

<Background and Organizational Context

UNDP is working with the Government of Pakistan, civil society, national partners and the people of Pakistan to help find solutions to persistent development challenges. We work to build lasting institutional capacity, provide technical expertise to improve development outcomes, and help link the Government and people of Pakistan to innovative global solutions in areas such as improved data quality and collection, strong and accountable governance mechanisms and capacities to respond effectively to conflict and disasters, better environmental management, climate change finance and adaptation.

The Programme Unit works to support achievement of UNDP strategic objectives to create a world where people and planet thrive together, and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions. Programme staff assist the Country Office in formulating and implementing programme strategies that go beyond solving immediate development challenges to create future smart and integrated systemic changes in resilience and capacity building within the country.

Position Purpose

Under the overall guidance of the Programme Analyst, the Programme Assistant provides programme support services ensuring high quality of work with a focus on accurate, timely and properly recorded/documented service delivery.

The Programme Assistant works in close collaboration with the Management Support, Business Development, Operations, Programme and project staff in the unit, UNDP HQ and Regional Hub to exchange information and support programme delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Provide effective support to the Country Office programme.

Collect and present background information on CO programme.
Provide inputs to preparation of annual workplans.
Manage correspondence.
Maintain filing system in accordance with corporate requirements.

2.) Provide support to management of the Country Office programme.

Present information/ documentation for audit of projects.
Assist implementing partners on implementation of projects, and track use of financial resources. Assist in managing digital technology solutions in programme implementation towards scalability and sustainability in line with UNDP’s digital standards.
Assist in ensuring that data generated in the programme implementation is managed effectively across the data lifecycle.
Provide administrative support to organization of conferences, workshops, retreats and other events.
Assist in proper control of the supporting documents for payments and financial reports for programmes and projects.

3.) Provide inputs to implementation of the Country Office resource mobilization strategy.

Maintain and regularly update resources mobilization/pipeline tracking tools and compilation of background information, such as, contribution agreements, payment of tranches.

4.) Provide input to knowledge building and knowledge sharing in the Country Office.

Organize logistics related to programme training for the operations/ projects staff.
Collect and extract information for lessons learned and best practices in assigned programme areas.
Share information with knowledge networks, communities of practice, and digital knowledge platforms as assigned.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion

LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area	Name	Definition
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Administration & Operations	Documents and Records Management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Business Management	Digital Awareness and Literacy	Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Administration & Operations	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

<Secondary education is required
A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.>

Experience:

<Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant progressively responsible administrative/management experience is required at the national and/or international level.
Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
Ability to review and edit documents and produce meeting reports identifying key actions.>

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
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