Joint Programme Associate

at  United Nations Development Programme UNDP

Job Identification
19847
Locations
Manila, Philippines
Posting Date
08/05/2024, 09:08 PM
Apply Before
08/20/2024, 10:59 PM
Job Schedule
Full time
Agency

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.

The Joint Programme on Inclusive, Competitive and Responsible Digital Philippines or Digital-PINAS aims to leverage digital innovation for inclusive growth and resilience, aligning with UN frameworks and Sustainable Development Goals (SDGs). It addresses digital disparities among marginalized groups through a three-pillar strategy: enhancing MSME capabilities, improving digital access, and fostering gender-responsive policies.
The JP brings together a coalition of partners, leveraging the strengths and resources of Participating UN Organizations (PUNOs) — United Nations Development Programme, International Labour Organization, and the International Trade Centre — under the auspices of the UN Resident Coordinator, alongside key government agencies. With a multi-stakeholder approach, collaboration with local governments, the private sector, civil society, and international donors ensures alignment with national priorities.
UNDP is looking for a Joint Programme Associate for the Joint Programme Management and Coordination Unit (JPMCU) based in Manila. This post involves working closely with the Joint Programme PUNOs, UNDP Institutions and Partnerships Programme (I&P) Team, and Impact Advisory Team, and other stakeholders, including the project’s Steering Committee and Technical Working Groups, to ensure that the project achieves its intended objectives.
The duty station is in Manila, Philippines. Overall direction and guidance shall be provided by the UNDP Team Leader for Institutions and Partnerships Programme while day-to-day supervision shall be performed by the Joint Programme Coordinator with oversight from the Programme Analyst.
Duties and Responsibilities
Under the overall supervision of the Joint Programme Coordinator and working closely with the rest of the members of the JPMCU, with oversight from the Institutions and Partnerships Programme Analyst, the Joint Programme Associate is expected to ensure full compliance of all financial, administrative, and logistics transactions to the UNDP policy, procedures, rules and regulations. S/he is expected to work in close collaboration with the Country Offices’ Results and Quality Team and Operations Team in order to:

Support overall effective and efficient management and monitoring of the Project by contributing to day to day administrative, finance and asset management:

• Contribute to the development of project’s annual and quarterly work plans, procurement plan and financial and physical progress reports;
• Maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Keep track of the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation;
• Work closely with the Programme Team, Results and Quality Team, and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations;
• Support to the conduct of annual project reviews, audits, monitoring missions, evaluations
• Support in the contract management of the project to ensure that deliverables are met on a timely manner;
• Support in establishing suitable monitoring mechanisms and undertaking regular monitoring and reporting on project progress, risks and constraints;
• Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects;

• Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources.

  Ensures timely implementation of project events and activities through efficient administrative and logistics support:

• Provide and coordinate project-related administrative and on-site logistics support for inspection, delivery and acceptance of goods and services;

• Ensure efficient arrangement of meetings, events and other Project-related events, as well as day-to-day transportation and mission travel requirements;
• Coordination of travel arrangements including preparation of travel requests, coordinates with travel unit for travel authorizations, ticket bookings, and visa requirements;
• Support to the conduct of annual project reviews, audits, monitoring missions, evaluations;
• Support in building and maintaining effective relationships with key partners and stakeholders, especially with the Joint Programme Steering Committee and Technical Working Groups
• Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources
• Support in the maintenance of the project records, filing systems and safekeeping of documents for uploading and archiving;
• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of operational activities to UNDP rules, regulations, policies, and strategies;
• Undertake administrative, finance and procurement procedures on a timely manner such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities;
• Support to small-value procurement and coordinating with the suppliers for the delivery of goods and services;
• Raise requisitions as required and register as general user role in QUANTUM;
• Provision of inputs to the project team results-oriented workplan.

Provides support to proper supply and assets management, focusing on achievement of the following results:

• Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports (SAE, RADT, and others);
• Coordination of the provision of reliable and quality office supplies.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Support to organization of trainings and events;
• Provision of inputs to lessons learnt and best practices in the programme including meeting documentation, drafting of communication letters, and logging of minutes from project and partner meetings;
• Sound contributions to knowledge networks and communities of practice;
• Support in preparation of Corporate Requirements including but not limited to annual work plan, quarterly report, and annual report of the project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Local travel is required for this position in line with partnership management and monitoring of project implementation.
Competencies

Core 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

• 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.
• Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
• Operations Management: Ability to effectively plan, organize and oversee the operation’s business processes in order to convert its assets into the best results in the most efficient manner, Knowledge of relevant concepts and mechanisms.
• 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 fulfill and understand the real customers’ needs.

Procurement

• Procurement Management: The ability to acquire goods, services or works from an outside external source.
• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/ or practical situations.

Partnership Management

• Relationship Management: Ability to engage with a wide range of public and private partners build, sustain and/or strengthen working relations, trust and mutual understanding.

REQUIRED SKILLS AND EXPERIENCE

Education:

• Secondary education is required.
• University degree (bachelor’s degree) in Business Administration, Management, Entrepreneurship, Accounting, Economics, Finance or related field will be given due consideration, but is not a requirement.
• Professional Certifications in finance, accounting and procurement are an advantage.

Experience:

• Minimum seven (7) years (with secondary education) or four (4) years (with bachelor’s degree) of relevant experience in administrative, financial, procurement, and logistics support at the national or international level is required.
• Knowledge on basic information and communications technology (ICT) and proficiency in Microsoft Office applications is required.
• At least 2 years professional experiences in finance, procurement, logistics, and administration.
• At least 2 years demonstrated experience and capacity in project/business, financial management, including preparations of budgets, annual workplans, project delivery or progress reports and financial reports.
• At least 2 years working experience in procurement support to UN projects and the use of online enterprise risk management platforms is an advantage.
• At least 2 years working experience with UN agency/mission, an NGO/INGO, or government is an asset.

Required Languages:

• Fluency in English and Filipino languages

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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Please refer the Job description for details