Programme and Administrative Analyst

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  • Full Time
  • Lusaka
  • Applications have closed

UNDP

(Re-advertised) – Programme and Administrative Analyst – UNODC

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.
This position is located in the UNODC Regional Office for Southern Africa (ROSAF) in Lusaka, Zambia, the incumbent will work under the overall guidance of the ROSAF Regional Representative and the direct supervision of the GLOU40 Project Coordinator and the GLOU40 National Officer.
Duties and Responsibilities
Within assigned authority, the incumbent will be responsible for providing administration and programme support to the implementation of a new UNODC programme in Zambia and Southern Africa, under the Global Programme against Money Laundering the Southern Africa region. She/he will be responsible for the following duties:

• Provide finance and administrative support to the programme, in line with relevant UN rules, using relevant UNODC proprietary software applications, with tasks including, but not limited to, raising purchase orders; processing travel and other claims; preparing requests for payments; following-up on outstanding payments; and attribution of donor pledges.

• Provide support for programme procurement initiatives, according to UN rules and procurement policies.

• Assist in the coordination of programme planning and preparation work; monitor status of programme proposals and receipt of relevant documentation for review and approval.

• Compile, summarize, and present basic information/data on specific programmes and related topics or issues.

• Review documents for the programme especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.

• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.

• Serve as focal point for administrative coordination of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.

• Draft correspondence on administrative and budget-related issues, and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.

• Provide substantive support to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents, concept notes, information notes and presentations, reports, etc.

• Provision of backstopping to the preparation and implementation of technical assistance activities under this programme.

• Support for the mapping and establishment of partnerships with governmental entities, local and private institutions, and any other strategic partners in the Office’s project target areas.

• Participate in relevant training courses and modules to keep abreast of new developments relating to project management and operations.

• Perform relevant functions in UMOJA as assigned.

• Generate a variety of standard statistical and other reports, work orders, etc.

• Perform other project support service duties and responsibilities including possible travels across Zambia, and the Southern Africa region, as assigned.

Competencies
• Professionalism: Has knowledge of internal policies, processes and procedures generally and those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Can work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. here>

Required Skills and Experience
Education:
  • Advanced university degree (master’s degree or equivalent) OR University bachelor’s degree in administration, finance, social sciences, international relations, Economics, Development Studies, law or related field is a requirement.
Experience:
  • A minimum of two (2) years (with Masters’ Degree), or minimum of four (4) years (with Bachelors’ Degree) of progressively responsible experience in Programme or Project administration at the national or international level in a large public and/or not-for-profit organization.
  • Working experience in an international organization or the United Nations system would be an asset.
  • Experience in working with an ERP system is required, and experience in Umoja is highly desirable.
  • Experience in project implementation and working with government counterparts is required.
  • Experience in the areas of Crime Prevention, Criminal Justice, Organized Crime or related subjects will be considered as an advantage.
  • Excellent computer skills, including the usage of Office software packages (MS Word, Excel, etc.), knowledge of spreadsheet and database package, experience in handling of web-based management systems.
Disclaimer
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.
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