Under the overall guidance of the ARR(P) and direct supervision of the PSC Coordinator - Programme Associate, the Programme Service Center Assistant provides programme support services ensuring high quality, accuracy and consistency of work.
The PSC Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.
Duties and Responsibilities
Summary of Key Functions:
Support to management of the CO programme
- Administrative support to the Programme Unit
- Support to knowledge building and knowledge sharing
Provides effective support to management of the CO programme focusing on the achievement of the following results:
- Preparation of budget revisions in ATLAS, revision of project award and project status, determination of unutilized funds, financial closure of a project.
- Presentation of information for audit of NEX projects. Review CDRs for accuracy and collect signature of counterparts.
Provides administrative support to the Programme Unit focusing on achievement of the following results:
- Preparation of non-PO vouchers for development projects ensuring accuracy of payment information and supporting documents..
- 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 in Atlas for development projects, register of goods receipt in Atlas, creation of vendors.
- Creation of purchase orders in ATLAS and dispatching to approvers.
- Making budget check for requisitions, POs and vouchers.
- Control of the supporting documents for payments and financial reports.
- Support recruitment of project personnel and procurement of goods, services and ICs by process support, documents processing and contract preparation.
- Maintenance of files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents.
- Provision of inputs for preparation of financial reports to donors according to agreements.
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the trainings for the programme/ projects staff and implementing partners.
- Contributions to knowledge networks and communities of practice.
Level 1.1: Support the preparation of information for advocacy
- Identifies relevant information for advocacy for a variety of audiences
- Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
- Provides information and documentation on specific stages of projects/programme implementation
- Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
- Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
- Documents and tracks innovative strategies/best practices/new approaches
- Resource Mobilization (Field Duty Stations)
Level 1.1: Providing information for resource mobilization strategies
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
- Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Demonstrates good knowledge of information technology and applies it in work assignments
- Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Level 1.1: Maintains effective client relationships
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
- human rights and gender equality is prioritized as an ethical principle within all actions activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production
- differentiated needs of women and men are considered
- inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is creating
- necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
Required Skills and Experience
Education: University Degree in Business Administration or Public Administration, Economics, Political Sciences, Social Sciences or related fields.
Experience: 5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements: Fluency in English and Turkish.