Programme Associate

United Nations Development Programme (UNDP)

Beijing, , CN

Background
 

Under the overall guidance and direct supervision the Team Leader of Energy and Environment Team, the Programme Associate provides technical and administrative support to Programme Managers in the Energy and Environment Team focusing on Natural Resources Management and Climate Change Adaptation programmes, and supports effective delivery of programmes by providing implementation support services consistent with UNDP rules and regulations.

 

The Programme Associate works in close collaboration with the operations, programme and project staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.

 
Duties and Responsibilities
 

 

Summary of Key Functions:

  • Support to formulation of programme strategies and implementation of the Country Programme Action Plan, with a specific reference to the Energy and Environment Team and under the Alternative Energy and Livelihoods portfolio
  • Support to management of the CO programme in assigned areas, with a specific reference to the Energy and Environment Team and under the Alternative Energy and Livelihoods portfolio
  • Administrative support for the Energy and Environment Team particularly under the Alternative Energy and Livelihoods portfolio
  • Manage the support services agreements under the Energy and Environment Team’s Alternative Energy and Livelihoods portfolio.
  • Support to resource mobilization, including the Global Environment Facility (GEF), bilateral donors and the private sector
  • Support to knowledge building and knowledge sharing, including means to find synergies sustainable energy use and socio-economic development​
1. Supports formulation of programme strategies and implementation of the Country Programme Action Plan, with a specific reference to the Energy and Environment Team and under the Alternative Energy and Livelihoods portfolio focusing on achievement of the following results:
  • Collection, analysis and presentation of related information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC).
  • Assist in preparation of programme strategies on areas of Natural Resources Management and Climate Change Adaptation, and implementation and monitoring of the Team Work Plan.   
  • Presentation of background information for formulation of related programmes, draft project documents, budgets planning and proposals on implementation arrangements.
2. Provides effective support to management of the CO programme in assigned areas, with a specific reference to the Energy and Environment Team and under the Alternative Energy and Livelihoods portfolio 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 close of a project.
  • Support to the Programme Managers and consultants in the preparation of and implementation of programmes/projects
  • Assist in the operational and financial management of energy and environment projects under the Alternative Energy and Livelihoods portfolio and ensure that all necessary documentation and financial procedures are properly implemented.
  • Upon confirmation of availability of funds, assistance of preparation of project documents, work plans and budgets.
  • Maintenance of regular contact and coordination with executing agencies and provide guidance on routine implementation of projects.
  • Presentation of information for audit of NEX projects, supports implementation of audit recommendations.
  • Maintenance and updating the CO partners database and donor profiles and briefing notes on key partners including government counterparts and donors

3. Provides administrative support for the Energy and Environment Team particularly under the Alternative Energy and Livelihoods portfolio focusing on achievement of the following results:

  • Review of NEX projects Financial Reports and prepare non-PO vouchers for projects in Atlas.
  • Maintenance of the internal expenditures control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Creation of requisitions for development projects in Atlas and register of goods receipt in Atlas.
  • Making budget check for requisitions, POs and vouchers.
  • Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Facilitation of information flow, coordination of schedule and other logistic arrangement both within the team and inter-teams.
  • Assist the preparation and organization of meetings, workshops, seminars, PAC, outreach activities and etc.; participation in these events and taking notes/minutes
  • Daily administrative and secretariat support to the team, including daily correspondences, maintenance of filing system, printing and photocopying, updating official travel and leave plan, visitor’s list and event list. 
  • Preparation of draft communications and translation of documentations including letters, MOUs, briefing materials, programme agenda and concept note-project proposals.
  • Provide logistics support for missions, events and project related workshops

4. Manage the support services agreements under the Energy and Environment Team’s Alternative Energy and Livelihoods portfolio.

  • Assisting the preparation and finalization of project’s work plans;
  • Make disbursements following the authorization of the National Project Director of the FCV Project and maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data;
  • Prepare recurring reports as scheduled and special reports as required for quarterly and annual project implementation progress, budget preparation, audits and other reasons;
  • Prepare budget revisions to reflect previous and planned expenditure;
  • Advise on and assist in preparation for the project’s trainings/seminars/study tours abroad;
  • Assist in project communications and the preparation and documentation for the individual contracts, subcontracts and equipment procurement activities in the project.
  • Provide organizing the bidding evaluation committee and committee of procurement assessment for the bidding process. 
  • Maintain the project inventory (expendable and non-expendable items) and prepare the annual inventory report.
  • Facilitate the project audit;

5. Supports resource mobilization, including the Global Environment Facility (GEF), bilateral donors and the private sector focusing on achievement of the following results:

  • Analysis of information on donors, preparation of donor’s profile under the Energy and Environment Team’s Alternative Energy and Livelihoods portfolio.
  • Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas under the Energy and Environment Team’s Alternative Energy and Livelihoods portfolio.
  • Support outreaching activities to donors, government, private sectors, NGOs and UN agencies in particular to promote partnerships and mobilization of third-party and government cost sharing
  • Participate in negotiation and resource mobilization efforts

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

  • Support the organization of trainings for the operations/projects staff on topics related to  the Energy and Environment Team’s Alternative Energy and Livelihoods portfolio.
  • Synthesis of lessons learnt and best practices in programme.
  • Sound contributions to management knowledge networks and communities of practice.

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, financial information, data entry and presentation of information ensure proper programme implementation.

 
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
 
Required Skills and Experience
 

Education:

Secondary Education preferably with specialized certification in Accounting or Finance or Environment and Energy.   University Degree or equivalent in environment and energy, Business or Public Administration or related field desirable

Experience:

  • At least 10 years of administrative and financial management experience
  • Demonstrable ability to administer project budgets, and track financial expenditure;
  • Demonstrable ability to maintain effective communications with different stakeholders, and arrange stakeholder meetings and/or workshops;
  • Excellent computer skills, in particular mastery of all applications of the MS Office package;
  • Excellent written communication skills.
  • Good understanding of energy and environment situation and challenges in China is an asset.  
 
Disclaimer
   

POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL

DEGREE REQUIRED