Programme Associate

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on  results Management  and compliance entrusted with the corporate alignment, programme finance management and quality assurance,  and strategic communications  team that provides knowledge management and communication support to all programme interventions. 

Within the Pacific Office Multi-Country Office (MCO), the Programme team has a responsibility of developing, providing oversight and ensure adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the MCPD and CF. during the design, implementation, and closure of projects and programme. Programme Staff high level advice to all PICs supported by UNDP on programming, technical issues covered under the MCPD, advocate for UNDP Corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the multi-country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. It also plays important role in strategic planning in close consultation with the Management and oversight unit, target-setting, and results monitoring/reporting. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.

Under the guidance of the respective Progamme analysts, Programme associates provide support to the programmes of UNDP.

Duties and Responsibilities

• As a member of the Programme team, and under the supervision of the Programme Analyst, the Programme Associate provides support primarily to the leadership in execution of services in his or her Programme Team, and supports the formulation, planning and management of the UNDP Fiji programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations and backstops as necessary the Programme Associates in his or her Programme Team.
• The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.

Ensures effective support to planning, implementation, monitoring and timely reporting:

• Ensures support in collection, analysis and presentation of background information for preparation and formulation of CCA, UNSDCF, MCPD and other strategic documents and policy papers.
• Compiles information, development and presentation of background information for the formulation of project documents, work plans, budgets, and proposals within the assigned portfolio.
• Provides inputs to the CO planning, monitoring and reporting documents (corporate, regional and CO systems and platforms).
• Contributes to the analysis of information on donors, partners, including provision of information on projects funded through government cost-sharing.
• Ensures support in project planning, monitoring and evaluation, and day-to-day project management, including project communication and reporting, as required.
• Contributes with research data to concept notes, project ideas, funding proposals, policy briefs etc.
• Supports the development of new pipeline projects and provides inputs and updates on the pipeline information.
• Supports monitoring and timely preparation of information and reports according to approved project documents, corporate timelines, and CO requirements.
• Supports integration of gender considerations in all programmes/projects from the design to implementation, including planning and budgeting, implementation, monitoring and evaluation, as well as reporting in line with and using the corporate gender equality commitments, tools and strategies.
• Participates and contributes to the programme team meetings, preparation and implementation of the workplans and implements assigned activities under the respective plans.
• Supports the achievement of performance targets in line with CO plans and priorities.
• Monitors and ensures timely operational and final closure of projects within the portfolio.
• Undertakes quality assurance for projects information in corporate systems and open data platforms in accordance with UNDP’s policies and procedures, as needed.

Provides operational and financial management support to the Programme team and the country office:

• Supports planning, monitoring and reporting of programmes and projects pertaining to budget and resource management, and ensures support in quality control of financial resource management, flagging any deviations or bottlenecks.
• Reviews of financial/expenditure reports; prepares and submits payment and other programe/project-related requests; implements corrective actions in line with UNDP rules and regulations.
• Reviews project budgets and budget revisions to ensure matching with available resources in projects.
• Raises e-requsitions and ensures that vouchers processed are matched and completed, and transactions are correctly recorded and posted in ERP.
• Supports in data entries, including relevant cost-recovery rates and their distribution, as required.
• Enters budget and revisions into the ERP and ensures appropriate documentation management.
• Checks CDR Bridge and provides support in verification of Combined Delivery Reports and follow-up on their signing by UNDP and Implementing Partners, as required.
• Supports tracking of programme delivery and in implementation of acceleration or corrective measures.
• Provides support in follow-up to recommendations from audits and assessments (e.g., CO/DIM/NIM Audits, evaluations).
• Ensures uploading of required documentation in the corporate systems.
• Ensures regular monitoring of contribution agreements milestones and flags potential delays in attainment of milestones for timely corrective measures.

Provides support to implementation of business processes, quality assurance and oversight of programmes:

• Supports development and implementation of standard operating procedures for the CO and projects.
• Ensures that business processes are followed by MCO and project teams in line with the UNDP regulations and rules and the UNDP internal control framework.
• Supports in quality assurance processes, including regular updates of project information and risk registers are made by project and programme teams.
• Assists in quality assurance processes of the Country Office in accordance with UNDP’s policies and procedures, as needed.
• Supports oversight and monitoring processes of the Country Office in implementation of the Harmonized Approach to Cash Transfer (HACT) framework, including assurance plans and assurance activities.
• Supports the oversight measures of NIM projects (incl. monitoring support of cash advances and liquidation, required capacity assessments, etc.)
• Ensures efficient update and follow-up to the DIM/NIM project audits in the UNDP CARDS system.
• Implements effective internal controls, and proper functioning of a client-oriented financial resources management system.
• Supports the establishment of the effective mechanisms within the team and Country Office focusing on efficient delivery of development results.

Facilitates Learning, Knowledge Management and Self Development:

• Assists the programme unit in capturing, codifying, synthesizing lessons from evaluations and assessments and helps in sharing and accumulating best practices and experience across teams and the region.
• Facilitates peer reviewing, commenting on, and seeking to improve, the quality of projects, good practices, guidelines, and other documents, as required.
• Supports organization of training and workshops for CO and project personnel on project management, financial management, and ERP use.
• Supports in provision of guidance to implementing partners on project management and implementation, administrative procedures, monitoring and reporting in compliance with POPP.
• Participates in events and provides sound contributions to knowledge networks and communities of practice.
• Develops and carries out a personal professional development and learning plan as agreed with the supervisor.

Required Skills and Experience

Education:

• Secondary Education is required or;
• University Degree (Bachelor’s degree) in Business Administration, Management, Public Administration, Economics, Social Studies or related fields will be given due consideration.
• Specialized certification in Programme or Project Management (e.g., MSP or PRINCE-2) or Accounting and/or Finance is a distinct advantage.

Experience:

• Minimum 6 years (with secondary education) or 3 years (with Bachelor degree) of progressively responsible administrative, finance or programme experience is required at the national or international level.
• Proficient user of computers and office software packages (MS Word, Excel, etc.) is required.
• Knowledge of ERP platforms (Oracle etc.) and experience in handling web-based management systems is highly desirable.
• Knowledge of UNDP’s policies and procedures on programme or project finance is desirable.

Language:

• Fluency in English and Itaukei (Fijian) and/or Fiji Hindi language is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20113