| Overview : TERMS OF REFERENCE A.Identification of the Post Post Title : Programme Associate Location : Manila, Philippines Additional Category : Democratic Governance Team Type of Contract : Individual Contractor Languages Required : English, Filipino Duration of Initial Contract : six (6) months Duration of Assignment : six (6) months B.Background Under the overall guidance and direct supervision of the Portfolio Team Leader, the Programme Associate for Democratic Governance performs programme management tasks, including participation in programme design/development, implementation, monitoring and evaluation. The post undertakes technical and administrative services related to programme activities that support UNDP priorities and initiatives on democratic governance. The Programme Associate works in close collaboration with the operations, programme and project teams in the CO, relevant UNDP HQ and Regional Center staff, as well as, implementing partners and donors, promoting a client-oriented approach consistent with UNDP rules and regulations for resolving complex programme-related issues and information delivery. C.Duties and Responsibilities Summary of Key Functions: - Develop and implement programme strategies, processes and procedures;
- Support the management of the Democratic Governance programme ;
- Provide administrative support to the Programme Team;
- Support and create strategic partnerships and implement resource mobilization strategy;
- Facilitate knowledge building and knowledge sharing
- Ensures the development and implementation of programme strategies, processes and procedures focusing on achievement of the following results:
- Presentation of thoroughly researched information for preparation of CCA, UNDAF, CPD, effective application of RBM tools;
- Presentation of information/reports for identification of areas for support and interventions;
- Implementation of the CO partnerships and resources mobilization strategies and preparation of the relevant reports.
2. Provides effective support to the management of the CO Democratic Governance programme focusing on the achievement of the following results: - Present thoroughly researched information for formulation of country programme, preparation of programme profile and draft project documents, work plans, budgets and proposals on implementation arrangements;
- Review of lessons learned and best practices from programme/project implementation to recommend possible alternative approaches to new programme/project design;
- Coordinate and liaison with counterparts (government offices, non-governmental organizations, donor agencies, private sector, UNDP, UN agencies) towards formulation and approval of programme proposals;
- General User in Atlas if authorized by Senior Management;
- Initiate a project, entry of project information into Atlas and preparation of the required budget revisions;
- Ensure the preparation of Annual Work Plans (AWP) and prepare regular Portfolio reports for submission to UNDP (country, regional and headquarters) and donor agencies;
- Provide appropriate guidance to the executing/implementing partners on UNDP policies and procedures for programmes/projects under National Implementation (NIM), recommending courses of action and providing appropriate inputs to facilitate operational activities and routine implementation of projects, tracking/monitoring use of financial resources;
- Maintain effective monitoring and feedback systems, covering progress of programme and project outputs and activities towards defined outcomes, as well as best practices and lessons learned from programme implementation;
- Establish/maintain close coordination and liaison and undertake appropriate consultations with national counterparts, government implementing agencies, civil society, UN agencies and donors towards effective programme implementation;
- Follow up on performance indicators/success criteria, targets and milestones, preparation of reports;
- Analyze programme situation, identifying operational and financial problems and developing/implementing solutions;
- Prepare and conduct audit of NIM projects and ensuring implementation of audit recommendations.
3. Provides administrative support to the Democratic Governance Programme Unit focusing on achievement of the following results: - Verify and clear budget revisions to ensure adequate resource allocation, reflecting budget adjustments before approval of Portfolio Team Leader;
- Ensure coordination and follow-through with executing/implementing agencies both in the review and approval of financial requests, as well as, in the financial closure of programmes;
- Verify the appropriateness, completeness and accuracy of regular financial reports and related documents before submission to Portfolio Team Leader and concerned UNDP units;
- Monitor financial status/availability and projected expenditures of portfolio programmes and projects, and synthesis of the same in the Portfolio’s financial overview;
- Review project-related reports from Implementing Agencies to ensure compliance with UNDP and donor requirements;
- Ensure proper control of the supporting documents for payments and review of NIM projects’ Financial Reports;
- Maintain internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
- Conduct timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Provide support in organizing national and international missions, meetings and conferences of portfolio-related activities.
4. Provides support in creation of strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results: - Analyze information on donors, preparation of donor’s profile and database and establishment of contacts with donor counterparts;
- Assist in the development and follow-through of pipeline projects on an ongoing basis;
- Assist in the preparation of proposals and briefing materials for donors and programme contributors;
- Establish and maintain liaison with potential donors and programme contributors;
- Establish and maintain partnerships, networks and collaborative work on democratic governance among various sectors in government, civil society and development partners;
- Track and report mobilized resources.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: - Participate in the production, maintenance, and organization of Portfolio knowledge products, programme reports, and documents;
- Participate in CO, regional, and practice area on-line discussions and sharing, particularly on democratic governance;
- Prepare briefing reports and other public information materials regarding programme and project-related concerns as requested by government agencies, UNDP/UN agencies, and other programme partners, and ensure regular contributions on Portfolio activities to the UNDP website;
- Contribute to the maintenance of Portfolio database of consultants, terms of reference, and workplans and proposals;
- Organize training for the operations/ project staff on programme matters;
- Synthesize lessons learnt and best practices in programme;
- Make sound contributions to knowledge networks and communities of practice.
6. Performs other tasks as may be assigned by the supervisor. D. Competencies Impact of Results The key results have an impact on the overall CO efficiency in programme and success in implementation of programme strategies. Accurate analysis and presentation of information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management. - Core Competencies
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
2. 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;
- Good knowledge of Results Management Guide and Toolkit.
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.
E. Qualifications of the Successful Individual Contractor Education: - Bachelor’s Degree in the Political Science, Public Administration, Economics, Law, Social Sciences or related fields. A Master’s Degree and knowledge of enterprise systems like ATLAS is an advantage.
Experience: - 7 years of progressively responsible programme or administrative experience is required at the national or international level for programme/project development and management particularly in Democratic Governance;
- Experience and involvement in special governance themes such as Environment, Poverty, Gender, Justice and Human Rights, is an advantage;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages and experience in handling of web based management systems.
Language requirements: - Fluency in oral and written English
- Knowledge of another UN working language is an asset
PLEASE EMAIL YOUR CV AND FINANCIAL PROPOSAL (please use attached template) to procurement.ph@undp.org. File must not exceed 4MB. Approved by: Dr. Emmanuel Buendia Team Leader, Democratic Governance |
