Background
This position will support the UNDP Impact & Advisory Team (IAT).ย The Impact Advisory Team (IAT) was established in 2019 (September) following a CO Change Management process. IAT is led by the Economist. Currently the IAT supports three (3) innovative labs namely: (1) Accelerator Lab (2) Pintig Lab and (3) SDG partnerships and Finance Team. IAT mainly focuses on knowledge generation and policy advocacy to assist the CO in improving its programmes as well as business processes. More so, the main objectives of IAT are the following:
To generate actionable insights by conducting systematic investigations and analyses of emerging development challenges to inform evidence-based decision-making. To strengthen strategic partnerships and mobilize resources by actively pursuing new collaboration opportunities aligned with the Country Programme Document (CPD). To facilitate inclusive and evidence-informed policy dialogues with key stakeholders to influence policy formulation and effective implementation. To provide strategic advisory support on the design of holistic, context-responsive, scalable, and sustainable development interventions. To foster a culture of innovation within the Country Office (CO) by promoting the exploration of new programming opportunities responsive to emerging trends and development shifts.In addition, the Programme Assistant will be responsible for the general project administration, day-to-day office activities and liaison with counterparts. S/he will provide comprehensive secretariat and programme support to the Impact Advisory Team including drafting correspondence, taking of minutes, arranging and organizing events, making travel arrangements, processing payments, initiating and monitoring procurement and other related tasks.
Duties and Responsibilities
Scope of Workย
1.Support the administration and implementation of programme strategies, adapts processes and procedures focusing on achievement of the following results:
Support the effective application of results-based management tools and achievement of CO programme and management targets. Support the design of mechanisms to accelerate delivery and enhance impact of the CO programme portfolio. Support the presentation of information/ reports for identification of areas for support and interventions. Support the troubleshooting of the unitโs implementation by effective quality assurance of the unitโs related programme and operations work.2. Provide effective support to management of the country office programme focusing on the achievement of the following results:
Under the guidance of the supervisor, assemble briefing materials and prepare presentations for the unit. Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required. Coordinates with programme teams, project teams, operations team and key partners and stakeholders on knowledge generation and policy advocacy activities of the unit Help the team in providing guidance on routine implementation of the team activities and tracking the use of financial resources.3. Provide administrative support to theย Impact Advisory Unit and overall support to the Project oversight focusing on achievement of the following results:
Compiles supporting documents to facilitate payments.ย Create requisitions on Quantum for receipt of goods and services. Assist the team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking. Maintains database of public information contacts and potential donors.ย Arranges team meetings, including preparing draft minutes of meetings, communicating draft minutes to the team and monitors the progress of the action plans.ย Organize, compile and process information from the team, and keep track of the information through databases and e-filing. Undertakes all logistical, administrative and financial arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the team. Arranges and coordinates travel arrangements of team members for missions.ย Perform other tasks that may be assigned.4. Supports knowledge building and knowledge sharing in the programme/project, focusing on achievement of the following results:
Organization of trainings for the operations/projects staff on programme; Effective contribution to sharing competencies and expertise across projects, teams and peers; Synthesis of lessons learnt and best practices in programme; and Sound contributions to knowledge networks and communities of practice.Institutional Arrangement
Under the overall guidance of the Economist and in close coordination with the Accelerator Lab and SDG Finance and Partnerships Team, the Programme Assistant will provide programme and administrative support services to the team ensuring high quality, accuracy and consistency of work. The Programme Assistant will ensure the timely implementation of IAT activities towards the achievement of expected programme outcomes. The Programme Assistant will also work in close collaboration with the operations, programme & project staff in the CO and key partners and stakeholders as required to exchange information and support programme delivery.
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 improvementsย
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 flexibleย
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:
Businessย Management:ย Projectย Managementย
Ability to plan, organize, prioritize, and control resources,ย procedures and protocols to achieve specific goalsย
Business Management: 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
Business Management:ย Monitoring & Evaluationย
Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.ย
Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.
Business Management: Communication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management:ย Customer Satisfactionย /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.
Administration & Operations: Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate
Required Skills and Experience
Minimum Academic Education
Secondary Education is required.ย
First level university degree (Bachelorโs degree) in Public Administration, International Studies, Sociology, Development Studies, Communications, Management, Social Development, Environmental Science and or other related fields field will be given due consideration but is not a requirement.
Minimum years of relevant work experience
Minimum of (5) five years (with secondary education) or two (2) years (with bachelorโs degree) of relevant administrative or project/programme management experience at the national or international level is requiredย
At least 1 year experience working in the development sector is an asset.ย
Required skills and competencies
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., MS Teams, Zoom).
Proven ability to manage logistics, prepare documentation, track project activities, and support reporting.
Desired additional skills and competencies
Familiarity with UNDP systems, procedures, and project management tools (e.g., ATLAS, Quantum, or similar platforms) is an advantage Experience in organizing events, workshops, or field missions. Strong interpersonal and communication skills to effectively coordinate with internal and external stakeholders. Demonstrated ability to work in a cross-cultural setting. Experience working with UN agencies, government institutions, NGOs, or international development organizations is an advantage.Required Language
Fluency in English and Filipino languages is required.ย
The following documents shall be required from the applicants:
ย 1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. ย Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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