UN Consultancy: Implementation Support Associate – Amman

JOB DESCRIPTION

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Anchored in the 2030 Agenda for Sustainable Development and in line with the priorities outlined in the UNDP Strategic Plan, the Regional Bureau for Arab States (RBAS) supports the Arab States region to achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for sustainable development, and building resilience to crises and shocks. Within this work, the Regional Bureau for Arab States responds to needs across development settings including Least Developed Countries, Middle Income Countries, Net Contributor Countries and countries affected by crisis, with a view to support the building of resilience, fight climate change, leverage the promise of innovation, and prioritize the advance of women, youth and vulnerable groups as part of its commitment to the principles of universality, equality and leaving no one behind in an increasing complex regional context.

The Regional Hub for Arab States in Amman focuses on thought leadership, crisis response and country office support. With a focus on effective, timely and responsive support in line with UNDP’s programme priorities and tailored to the emerging and changing needs and priorities in the region the offer of support includes strategic policy advice, programme development and implementation, capacity development, policy research and analysis, knowledge services, and operations.

The Amman Regional Hub implements regional initiatives under the Regional Programme for Arab States 2022-2025 which touches upon the following areas of work: governance and anti-corruption, regional cooperation for the reduction of poverty and inequality, knowledge economy, conflict prevention and peacebuilding, climate security, youth engagement and empowerment, gender equality, resilience building, among others.

Through its regional projects, the Regional Programme generates and avails development knowledge, experience and expertise to countries across the region; supports the creation and development of inter-country initiatives and networks among governmental and non-governmental partners to address shared challenges at a sub-regional and regional levels; facilitates inter-country collaboration on cross-border issues, such as trade, environment, and migration; advances regional dialogues, and experience exchange on development issues that may be sensitive where regional level advocacy may enable country level engagement and action, such as with efforts to fight corruption and exclusionary practices targeting certain groups; and promotes experimentation and innovation to help overcome institutional, financial and knowledge barriers that may be too high for an individual country to surmount.

Duties and Responsibilities

Under the overall guidance from the Regional Programme Manager, and direct supervision of the Implementation Support Analyst, the Implementation Support Associate will provide the following:

Provide support to the effectiveness and efficiency of the Regional Programme management as per the following:

Ensure full compliance of administrative and implementation activities with relevant UNDP rules, regulations and policies / procedures.
Provide support in the development and improvement of the relevant internal standard operating procedures (SOPs).
Provide support in the preparation of relevant management reports, prepare relevant background materials.
Provide support in the planning, execution, and reviewing of multi-year work-plans (AWPs).
Provide support in preparing and revising the projects’ annual procurement plans and follow up on timely delivery of projects’ related procurements.
Support the maintenance and update of the central information management system for the Regional Programme documents.

Ensure the execution of Implementation Support strategies with a focus on consistency and quality as per the following:

Contribute proactively to day-to-day implementation of projects and ensure conformity to projects work-plans, budgets and timeline.
Implement the control mechanism for administrative services, and maintain administrative control records such as commitments and expenditures, as well as ensure compliance with business continuity requirements.
Coordinate with various operations teams such as Finance, Procurement, HR, Administration, ICT and Security to meet the operational requirements, and ensure compliance with UNDP rules and regulations.
Maintain accurate and up-to-date records of project assets and inventories (including attractive items), including tracking receipts, assets, and conducting physical checks when needed to ensure the integrity of these records.
Provide support in verifying the projects’ Combined Delivery Reports.
Contribute to the management of contracts by ensuring records are established and maintained, keeping track of necessary actions, and notifying project managers when actions are required.
Provide general support through performing various administrative tasks, such as taking meeting notes, drafting letters, and preparing office memos

Provide substantive support in financial, procurement, administrative, and human resources processes as per the following:

Support and monitor the Regional Programme implementation (delivery).
Liaise and coordinate with the Hub Finance team on processing of all types of payments and adjustments including verification of invoices and certificate of payments, and preparation of relevant payments requests and templates along with their submission to the Hub Finance team.
Liaise and coordinate with the Hub HR team on human resources recruitment and staffing processes, contract extensions, separations, and other HR related matters, including preparation and submission of relevant HR forms to the Hub HR team.
Liaise and coordinate with the Hub Procurement team on the procurement of equipment, goods and services including creating e-requisitions, participating in evaluation process, submitting the procurement cases along with required documents to the Hub Procurement team via relevant system.
Provide support to regional projects managers towards development of TORs and specifications and ensure utilization of relevant standard templates.
Provide substantive support to the organization and management of events, including preparation of event checklist, venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Organize travel of regional programme staff and events participants including preparation of travel authorizations and travel requests along with souring of tickets in line with UNDP travel rules and procedures, facilitating security clearance and visa issuance, and preparing travel claims.
Support the implementation of logistical and administrative processes in line with UNDP policies and procedures.

Facilitate knowledge building/sharing on all aspects of Operations/Implementation Support as per the following:

Provide support in the organization of learning events for the Regional Programme staff
Document lessons learned and best practices related to the Regional Programme management/implementation
Provide sound contributions to knowledge networks and communities of practice.

The incumbent will perform other duties within their functional profile as deemed necessary for the efficient functioning of the Regional Programme, and the Organization.

Institutional Arrangement

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.

Under the overall guidance from the Regional Programme Manager, and direct supervision of the Implementation Support Analyst, the Implementation Support Associate will provide essential and substantive support for the administration, management, and implementation of the Regional Programme strategies and work plans. S/he will work in close collaboration with regional projects, regional hub operations teams and other relevant teams to ensure the efficiency and effectiveness of administration/implementation of the Regional Programme. The incumbent will promote a collaborative, and a client-oriented approach consistent with UNDP rules and regulations.

Competencies

Core
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
Thematic Area	Name	Definition
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	Customer Satisfaction/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.
Operations – Finance	Accounting (General)	Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Operations: HR – Recruitment	Recruitment Design and Management	Knowledge of, ability to design and manage end to end recruitment processes.
Operations – Procurement	Procure-to-Pay	Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.
Administration and Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Administration & Operations	Documents and Records Management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience

Min. Education requirements	Secondary education is required, OR University degree (Bachelor’s degree) in Business/Public Administration, Social Sciences, or related field will be given due consideration, but it is not a requirement.
Min. years of relevant work experience	Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in administration, operations, and Programme/project support services is required.
Required skills/experience	Experience in the use of office software packages (MS Word, Excel, etc.), and web-based management systems is required.
Desired skills/experience	Experience working with UN/UNDP/International organizations is desired. Experience in procurement/supply chain management is desired. Experience in handling recruitment cases, and HR contract management is desired. Experience in administrative, travel and logistical services is an asset. Experience in general finance is desired.
Required Language(s)	Fluency in English, and Arabic is required.
Professional Certificates	N/A

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements

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UN Consultancy: Implementation Support Associate – Amman

JOB DESCRIPTION

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