Programme Associate

As all countries around the globe are seeking new ways to address complex and interconnected challenges such as shocks from crises, economic stagnation, inequality and poverty, providing access to clean and affordable energy, protect the environment, or mitigating and adapting to climate change, UNDP aims to develop integrated responses to these issues.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). In addition to multi-lateral and bi-lateral partnerships, UNDP provides countries with specialized integrated technical services for eligibility assessment, programme/project formulation and implementation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

The UNDP Country Office (CO) in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improvement of governance effectiveness, reduction of poverty and inequalities and addressing climate change and biodiversity issues.

In aligning the organizational resources behind its strategy, the Country Office (CO) functional structure comprises three main areas, the management support functions, Programme team and Operations Team. To meet specific country needs and demands, the CO in Brazil has designed a programme portfolio that includes three mutually reinforcing work streams structured around three teams:

• Inclusive Socio-economic Development: poverty reduction, social policies, livelihoods, public-private partnerships, inclusive markets and growth.
• Sustainable Environmental Development: nature-based solutions for development, climate change, energy efficiency management of chemical substances, among others.
• Governance and Justice for Development: prevention of violence, justice, transparency, anti-corruption, human rights, local capacity development. The Inclusive Socio-economic Development team works in an integrated manner with the Environmentally Sustainable Development and Governance and Justice for Development teams in anchoring UNDP’s programme portfolio in the socio-economic area by providing thought leadership and enabling innovation and cross-cutting development solutions that are amplified by UNDP knowledge, research, and stand-out policy advice.

Under the overall guidance of the ARR(P) and direct supervision of the Programme Specialist, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.

The Programme Associate works in close collaboration 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 and can supervise clerical and support staff of the Programme Unit, when requested.

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.

Under the overall guidance of the ARR(P) and Program Analyst, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.
The Programme Associate may supervise support staff in the Programme Unit. The Programme Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP HQ, and UN Agencies to exchange information and resolve complex finance-related issues.
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.

Position Purpose

Under the overall guidance of the ARR(P) and Program Analyst, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.

The Programme Associate may supervise support staff in the Programme Unit. The Programme Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP HQ, and UN Agencies to exchange information and resolve complex finance-related issues.

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.

Key Duties and Accountabilities

1.) Support formulation of programme strategies and implementation of the Country Programme Documents (CPDs).
• 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.) Provide effective support to management of the Country Office programme.
• Create project in ERP, prepare required budget revisions, revise project status, determine unutilized funds, and ensure operational and financial closure of a project.
• Provide day-to-day guidance to implementing partners on implementation of projects, and track use of financial resources. Contribute to managing digital technology solutions in programme implementation towards scalability and sustainability in line with UNDP’s digital standards.
• Contribute to the effective management of data in programme implementation, across the data lifecycle. Follow up on programme and project performance indicators/ success criteria, targets and milestones, preparation of reports, and implementation of corporate results-based management mechanisms and tools.
• Identify programme related bottlenecks and propose solutions.
• Make preparations for external and internal programme/project audits, and support implementation of audit recommendations.
• Provide administrative support to the Programme Unit by maintaining internal expenditure system and performing quality assurance review of technical reports and payments that includes following up with other units and taking timely corrective actions.
• Review of NIM projects Financial Reports;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Quantum for development projects, register of goods receipt in ERP.
• Making budget check for requisitions, POs and vouchers. and requisitions for development projects.
• Support to project asset management including acquisition, verification and disposal of projects’ physical assets in accordance with policies and procedures.
• Oversight of disposal of items and accuracy of inventory data.

3.) Support implementation of the CO partnership and resource mobilization strategies.
• Analyze information on donors and prepare donor profiles.
• Track and report on mobilized resources.
• Review contributions agreements and manage contributions in ERP.

4.) Facilitate knowledge building and knowledge sharing in the Country Office.
In assigned programme areas:
• Organize and deliver programme related training for relevant programme and operations personnel.
• Compile lessons learned and best practices.
• Provide contributions to knowledge networks, communities of practice and digital knowledge platforms.

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

Supervisory/Managerial Responsibilities: None

Requirements

Education

Secondary education is required.
• University Degree in Economics, Business Administration, Public Administration, Accounting, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.
• Certification in Project management is desirable.

Experience, Knowledge, and Skills

• A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme 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, with intermediate knowledge of spreadsheet and knowledge of web-based management systems such as ERP is required.
• Ability to prepare, review and edit documents (presentations, financial reports, meeting reports, etc.), is required.

Desirable:

• Experience/exposure working in related thematic areas such as economics, poverty alleviation, social policies, sustainable growth, etc. is considered a distinctive advantage.
• Demonstrated experience in strong written and oral communication skills is an asset.
• Experience in intermediate use of Excel is considered an asset.
• Experience in administrative activities, processes, and workflows is an asset.
• Experience with international development agencies (banks, bilateral, multilateral, NGOs and/or UN) is considered an asset.
• Working experience in UN procurement processes or proven knowledge of UNDP rules and procedures is an asset.
• Certification in Project management is desirable.

Language Requirements

• Fluency in Portuguese is required.
• Fluency in English is required.
• Working knowledge of Spanish is considered an asset.

Expected Demonstration of 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: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management - Project Management:
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

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.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

Business Development - Knowledge Generation:
• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management - Risk Management:
• Ability to identify and organize action around mitigating and proactively managing risks

Business Management - Results-based Management:
• Ability to manage programmes and projects with a focus on improved performance and demonstrable results.

Finance - Budget Management:
• Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement - Contract Management:
• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Keywords

Programme Development
Results based management
Financial reporting and tracking
Resource mobilization

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