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UNITED NATIONS DEVELOPMENT PROGRAMME JOB DESCRIPTION
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Dec 28, 2009, 12:22
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UNITED NATIONS DEVELOPMENT PROGRAMME

JOB DESCRIPTION

I. Post Information

Post Title: Peacebuilding Fund (PBF) Administrative Associate
Grade: SC 7
Supervisor: The Head of the UN Strategic Planning Unit (SPU)
Type of Contract: Service Contract

II. Organizational Context

The PBF Administrative Associate will work with the PBF Programme Officer and Coordination Specialist to ensure the PBF Coordination Office follows the UN rules and regulations with respect to office documentation and financial procedures. As part of the larger Strategic Planning Unit (SPU), the PBF Coordination Office, will oversee the day-today administration that underpins the UNs interaction with PBF windows I and III. The PBF Administrative Associate will also contribute to the administration of the SPU as part of the units work on the UNs Joint Vision.. The PBF Administrative Associate will supervise the three SPU drivers as well as help with logistical arrangements for field trips.

III. Functions / Key Results Expected

1.
- Implementation of operational strategies
- Provision of effective and efficient administrative support services
- Support to supply and assets management
- Effective administrative and financial control in the officeProper common services
- Support to knowledge building and knowledge sharing

2. Integration with Resident Coordinators Office as part of the Strategic Planning Unit

- The PBF Administrative Associate works alongside the Resident Coordinators support team, as such promote inter-office cooperation and the mutual sharing of assets in order to enhance the overall performance of the SPU
- Supervision of the three SPU drivers to ensure the units drivers and vehicles are used to best effect
- Oversee logistical equipment and supplies in preparation for SPU field trips that monitor both PBF projects and Joint Vision programmes
- Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
q Submission of information on administrative services provided for cost-recovery bills

3. Provide administrative and financial services for the PBF Coordination Office

- Ensure the PBF Coordination Office is well organized and fully functional in its support to the Programme Officer and the Coordination Specialist
- Ensure that all staff payments, training budgets and the procurement of items are done in accordance to the UNs procedures
- Assist in the activities related to budget formulation and revision and budget monitoring
- Ensure the end of year closure of accounts is completed correctly and in good time

4. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

- Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
- Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
- Presentation of thoroughly researched information for planning of financial resources for administrative services
q Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
- Submission of information on administrative services provided for cost-recovery bills

IV. Impact of Results

The key results have an impact on the success of the implementation of the PBF projects as a key element of the UNs work in Sierra Leone through an improvement in the overall administration, financial management, reporting and the promotion of best practices in the PBF Coordination Office.

Competencies and Critical Success Factors

Corporate Competencies:

- Demonstrates integrity by modeling the UNs values and ethical standards

- Advocates and promotes best practice within scope of his/her responsibilitiesDisplays cultural, gender, religion, race, nationality and age sensitivity and adaptabilityTreats all people fairly without favoritism
- Functional Competencies:Knowledge and Learning Management
- Encourages UN staff to share knowledge
- Develops an understanding of the PBF and its position within the SPUCoordination Effectiveness
- Ability to lead and move the implementation of PBF activities through good administrative procedures.
- Ability to build and sustain effective partnerships with UN Agencies and main constituents, advocate effectively, communicate sensitively across different constituencies.Management and Leadership
- Focuses on impact and result for the PBF
- Leads small teams effectively and shows conflict resolution skills
- Demonstrates excellent oral and written communication skills

Builds strong relationships with partners and external actors

- Manages conflict and stress, remaining composed and working as a mediator in crisis or antagonistic situations
- Responds positively to critical feedback and differing points of view
- Solicits feedback from staff about the impact of his/her own behavior

Educational Qualification

Higher educational diploma or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field.

Experience At least 4 years of relevant experience at the national or international level in providing administrative and financial support services within a multinational organization. Direct knowledge of financial reports and procurement procedures essential. Prior knowledge about the one-UN drive and / or PBF activities would be an advantage. Experience in the usage of computers and office software packages.

Fluency in English.

Please submit all applications to the Deputy Country Director (Operations), UNDP, 76 Wilkinson Road, Freetown, to reach him latest COB of 11 January 2009. Kindly indicate the position applied for on the top right hand corner of the envelope.


UNITED NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION

I. Post Information


Post Title:            Peacebuilding Fund (PBF) Programme Officer

Pre-classified Grade: SC 8

Supervisor:      The Head of the UN Strategic Planning Unit (SPU)

Type of Contract:  Service Contract


II. Organizational Context


The PBF Programme Officer will provide coordination and liaison support to the PBF Steering Committee (Window I) which was set up to oversee the management of the PBF processes at the country level. This will include the tracking of projects based on the PBF priority plan and ensuring all the quarterly project reports are submitted in good time to the Peacebuilding Support Office in New York. The PBF Programme Officer will work closely with PBF implementing partners in sharing lessons learnt and promoting best practice in the implementation, monitoring and evaluation of the PBF projects. This will include field trips to observe project implementation. The PBF Programme Officer will also support the Coordination Specialist with the preparations and execution of the final PBF evaluation and its presentation to the PBF Steering Committee. Also, as required, the Programme Officer will assist the SPU with the emerging responsibilities linked to the Sierra Leone Multi-Donor Trust Fund.


III. Functions / Key Results Expected


1  Provide coordination and liaison support to the work of the PBF Steering Committee (PBFSC)

- Ensure that the PBFSC convenes as agreed upon by the CO-chairs

- Work with PBF Secretariat to ensure the agenda and supporting documents are circulated in good time

- Follow-up on decisions and action points of PBFSC meetings and communicate results with SC members accordingly.

- Ensure accurate filling of all documentation relating to PBFSC meetings

- Provision of secretarial support to the PBFSC and its various technical committees on monitoring project progress including follow up on project extensions.

2.  Ensure reporting requirements are met and circulate examples of best practice

- Liaise with PBF project implementing partners to ensure the timely submission of quarterly reports.

- Package quarterly reports and submit to the Peacebuilding Support Office ensuring that the Sierra Leone PBF adheres to the reporting rules and regulations of the fund

- Draft itineraries and oversee logistical support for field missions and when necessary provide information sheet and context prior to such missions

3. Assist the Coordination Specialist with the preparations and execution of the final PBF evaluation and its presentation to the PBF Steering Committee.

- Undertake tasks as necessary and directed by the Coordination Specialist to ensure the smooth operation of the final PBF evaluation

- Assist in the production of the final report and its preparation for the Steering Committee

 4. Assist the SPU with Sierra Leone Mulfti-Donor Trust Fund (MDTF) arrangements

-  Assist, as required, the SPU to prepare and guide MDTF documentation through the Governments aid coordination structure

q Assist in the reporting of Joint Vision documents to the MDTF office in New York 

 

IV. Impact of Results

 

The key results have an impact on the success of the implementation of the PBF projects through an improvement in the overall coordination, reporting, monitoring, and evaluation, promotion of best practices and sharing of lessons. 

 

V. Competencies and Critical Success Factors

 
  Corporate Competencies:

- Demonstrates integrity by modeling the UNs values and ethical standards

- Advocates and promotes the vision, mission, and strategic goals of UN

- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

- Treats all people fairly without   favoritism   Functional Competencies: Knowledge and Learning Management

- Shares knowledge and experience from within and outside the UN Country Team.

- Encourages UN staff to share knowledge

- Develops deep understanding of the PBF Priority Plan, its link with the Joint Vision, and the Agenda for Change and the MDGsCoordination Effectiveness

- Ability to lead and move the implementation of PBF activities, strengthening of strategic partnerships with Government.

- Ability to build and sustain effective partnerships with UN Agencies and main constituents, advocate effectively, communicate sensitively across different constituencies.Management and Leadership

- Focuses on impact and result for the PBF

- Leads teams effectively and shows conflict resolution skills

- Demonstrates excellent oral and written communication skills

- Builds strong relationships with partners and external actors

- Manages conflict and stress, remaining composed and working as a mediator in crisis or antagonistic situations

- Responds positively to critical feedback and differing points of view

- Solicits feedback from staff about the impact of his/her own behavior


VI. Recruitment Qualifications

 

Education: Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field.

 

Experience: At least 5 years of relevant experience at the national or international level in providing programmatic support services, hands-on experience in design, monitoring and evaluation of development projects. Direct knowledge of project funding arrangements in a post conflict environment essential, ideally experience with PBF modalities. Knowledge about the one-UN drive would be an advantage. Experience in the usage of computers and office software packages.

 

Language Requirements: Fluency in English..

Please submit all applications to the Deputy Country Director (Operations), UNDP, 76 Wilkinson Road, Freetown, to reach him latest COB of 11 January 2009. Kindly indicate the position applied for on the top right hand corner of the envelope.


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