Project and Administrative Analyst

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.

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). UNDPs policy work carried out at HQ Regional and Country Office levels forms a contiguous spectrum of deep local knowledge to cuttingedge global perspectives and advocacy. In this context UNDP invests in the Global Policy Network (GPN) a network of fieldbased and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDPs Strategic Plan. BPPSs staff provides technical advice to Country Offices advocates for UNDP corporate messages represents UNDP at multistakeholder fora including publicprivate dialogues government and civil society dialogues and engages in UN interagency coordination in specific thematic areas. BPPS works closely with UNDPs Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDPs development assists UNDP and partners to achieve higher quality development results through an integrated approach that links resultsbased management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative knowledge and data driven including in its programme support efforts.

As per UNDPs new Strategic Plantwo of the keys objectives of UNDP are (i) to increase energy access for those furthest behind: by speeding up investment in distributed renewable energy solutions it aims to increase access to clean and affordable energy for 500 million people; (ii) to help align and unlock public and private finance for sustainable development working towards a goal of $1 trillion to achieve the SDGs by the end of 2025.

The central purpose of the Rome Centre is to ensure the effective implementation and further development of the strategic partnership between UNDP and the government of Italy across the objectives of sustainable development and in doing so advancing the broader partnership between UNDP and G7 and G20 countries.

The Rome Centre focuses on the critical policy areas of youth engagement in climate action energy for development and climate finance. These objectives are pursued through the effective implementation of three initial main programmes: Platform for Investment Support and Technical Assistance (PISTA) the ItalyUNDP Energy Partnership and Youth4Climate.

The Platform for Investment Support and Technical Assistance (PISTA) aims to mobilise finance for climate energy and environment. Specifically PISTA aims to originate projects that contribute to the decarbonization efforts of developing economies and to their transition to climateresilient economies and it aims to catalyse international financial resources toward these initiatives. Matching impactful projects with investors and capital providers goes hand in hand with the engagement with financial institutions both institutional and private at Italian and global level.

Energy for Growth aims to promote access to sustainable energy in developing countries contributing to SDG7. The goal is to assist partner countries in unlocking finance to scale up the diffusion of clean energy solutions increase access to energy and boost the energy transition. Overall Energy for Growth aims to foster the mobilization of public and private capital toward projects aligned with the international policy agenda on energy and on the Sustainable Development Goals. It does so by connecting UNDPs capacity and connections in emerging economies and developing countries with the publicprivate ecosystem of Italy and other G7 countries in the crucial sector of 4Climate promotes youth engagement in climate action contributing to SDG13. Youth4Climate supports the implementation of youthled and youthinclusive solutions to environmental and climate challenges both financially and through capacity development. It also gives young people around the world who are committed to fighting climate change a platform to engage with policymakers and global leaders.

The Rome Centre also has a broader mandate to engage with the Italian ecosystem as a whole which involves close collaboration with key actors in the public and private sector with the aim to effectively mobilize financial resources for development objectives. To guarantee the effective implementation of the Rome Centres workplan and indeed to ensure the strategic and long term impact of both its programmes the Centre will develop broader strategic partnerships and reinforce the overall collaboration with Italy and other meaningful partners.

Delivering on its programmes the Rome Centre will provide support to the international cooperation efforts of Italy and it will support UNDPs global policy initiatives. Recognizing that change will be disruptive UNDP will work to ensure that such transitions are just and that their impact on vulnerable people is understood and duly mitigated.

Duties and Responsibilities

of Work

• Ensure efficient support to implementation of the project portfolio
• Ensure efficient budgetary and financial management
• General Operational and administrative support to theproject
• Facilitate knowledge and capacity building knowledge sharing and advocacy

1 Ensure efficient support to implementation of the project portfolio:

• Serves as point of contact on programme administrative and operational issues between the Rome Coordinator Project Managers and Operations and Project Analyst Operations Specialist other support staff UNDP country offices (where relevant) national implementation teams (where relevant) RPs and donor agencies;
• Support the daytoday activities of the assigned portfolio and the overall implementation process including planning and monitoring in order to optimize the use of resources and to ensure the successful achievement of project objectives and results specified in project document. Provide subject matter technical advice and support and ensure outputs are delivered on time within the set budget and specified constraints and to highquality standards.
• Facilitate establishment of interactive and inclusive platforms for project implementation and collaborate with other programme units and project teams to ensure integration of critical development issues in the project activities and expected project outputs.
• Ensure implementation activities are in alignment with UNDP policy and programme management procedures and all project interventions integrate a gender equality perspective/gender equality mainstreaming to the extent local context allows.
• Ensure operational management of assigned portfolio including through timely procurement of goods services and/or infrastructure (as relevant) effective management of human technical and financial resources etc.

2 Ensures efficient budgetary and financial management focusing on the achievement of the following results:

• Effective management of the project including budget management expenditure monitoring and donor reporting;
• Sets up and maintains document control procedures and a document filing system including for supporting documentation for financial reviews continuously integrating relevant new information/data;
• Provide support in managing requests for daytoday financial administration using advance of funds direct payments or reimbursement using Fund Authorization and Certificate of Expenditures;
• Prepare project budgets and upload all supporting documents to Quantum;
• Prepare project budget revisions. Prepare the Annual Work Plan (AWP) on a multiyear basis reflecting budget revisions. Submit AWP for signature with all supporting documents;
• Liaise with BPPS operations to ensure that all budgets are sent to commitment control;
• Prepare requests for Cash Transfers to Responsible Parties clearance of the expenditures and followup with BPPS operations to ensure that cash transfers are issued and expenditures are posted;
• Prepare Quantum reports on project progress and delivery for work planning exercise purposes. Support to analysis of information on donors and preparation of donor profiles;
• Track and report on mobilized resources. Review contributions agreement manage contributions in Quantum;
• Monitor and compute General Management Support (GMS) fees;
• Maintain the Accounts Receivables for the Project and followup with partners on contributions follow up on deposits creation and their application to contracts in Quantum;
• Support in providing timely and accurate reporting of financial statement to external governing bodies and donors to ensure compliance of reporting requirements;
• Track the resources authorized and or transferred to Country Offices or other Departments;
• Maintain the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Quantum;
• Timely corrective actions on unposted vouchers including the vouchers with budget check errors match exceptions unapproved vouchers;
• Maintain and advise staff in the correct use of budget chartfields and monitor chartfields provided to country offices.

3 General Operations and administrative support to the Programme

• Processes official Unit Mission Travel Requests including timely followup action on medical/security clearance claims signatures as appropriate and ensuring preparation of the necessary documents in Quantum collaborating with BPPS SSM as needed;
• Creates requisitions and micro canvassing requests on Quantum;
• Monitors all travelrelated payments for the Unit liaising appropriately with BPPS SSM and BPPS staff in the field as required;
• Provides administrative and logistical support for donor meetings country/region specific meetings workshops trainings conferences retreats and any other special events organized by Unit;
• Provides inputs into the units administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Support the HR recruitment process;
• Backstops procurement processes including preparation of CAP and ACP submissions;
• Backstops unit members on programme management during absences and mission travel; and serves as the Units liaison person for all interactions with SSM on all programme and operational support.
• Sets up and maintains document control procedures and a document filing system including for supporting documentation for financial reviews continuously integrating relevant new information/data;
• Provide support in managing requests for daytoday financial administration using advance of funds direct payments or reimbursement using Fund Authorization and Certificate of Expenditures;
• Maintains the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Quantum;
• Takes timely corrective actions on unposted vouchers including the vouchers with budget check errors match exceptions unapproved vouchers;
• Creates payment and coordinate with Operations Specialist for approval in Quantum

4 Monitor and report on progress in implementing project activities and achieving the targets set

• Review the results framework and update the indicators baselines and targets of the assigned portfolio. Develop clear effective system for data collection means of verification and information sharing and reporting.
• Monitor implementation and progress in achieving goals and targets in accordance with the established quality criteria and UNDP rules regulations and standards. Identify analyze and take adequate measures to manage emerging issues problems and risks. Conduct field visits to project location sites.
• Liaise with the Finance team to ensure administrative requirements budgets and use of financial resources are managed and executed in a timely and appropriate manner and within UNDP and donor rules and regulations.
• Prepare corporate donor and government reports in line with the reporting schedule and UNDP and donor requirements.
• Ensure proper operational and financial closure of the project.

5 Facilitate knowledge and capacity building knowledge sharing and advocacy relevant to the assigned thematic area(s).

• Organize training workshops and capacity building activities in a consultative manner involving technical experts and stakeholders that may include the government private sector NGOs donors and/or academia.
• Identify synthesize and document best practices and lessons learned that are generated from the project and implementing partners.
• Participate in and ensure sound contributions to knowledge networks and communities of practice on project related issues. Support establishment of knowledge platforms for the project facilitate innovative mechanisms for dissemination of knowledge from the project and develop knowledge resources and products to share with project partners and to support UNDPs engagement in this area.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

6 Institutional Arrangement

• Under the overall guidance of Operations and Project Analyst the Programme Administrative Analyst is responsible for the effective delivery of programme activities and providing financial and administrative services in support of Rome Centres programme and operations. The Programme Administrative Associate promotes a collaborative clientfocused quality and resultsoriented approach in the Unit.

Competencies

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 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.

CrossFunctional and Technical Competencies

Business Direction Strategy & System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system and to consider how altering one element can impact on other parts of the system.

Business Development & Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share particularly externally.

Business Management & Project Management: Ability to plan organize prioritize and control resources procedures and protocols to achieve specific goals.

2030 Agenda: Engagement & Effectiveness: Programming(PPM)policies and procedures & Project Quality Assurance.

Business Management & Communication:

• Ability to 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 & Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

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.

Required Skills and Experience

Education

• Advanced university degree (masters degree or equivalent) in Business Administration Public Administration Economics Political Sciences Social Sciences or related field is required OR
• A firstlevel university degree (bachelors degree) in combination with additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

Experience:

• Applicants with Masters degree (or equivalent) in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelors degree (or equivalent) are required to have a minimum of two 2 years of relevant professional experience at the national and/or international level in providing management advisory services and/or handson experience in programme support project and admin experience design monitoring and evaluation of development projects is required at the national or international level.
• Experience in UN system or with a multilateral organization of similar size and complexity is required.
• Proven experience with travel and mission planning familiarity with travel management tools and UNDP travel rules and regulations (POPP) is required
• Proven experience or ability in drafting financial reports is required
• Working experience with UNDP related to operations project management and budget oversight is desirable;
• Extensive experience using ERP and webbased management systems such as Quantum Quantum UNAll PowerBI; and hands on experience in creating requisitions budget revisions and payments on Quantum;
• Experience working with global projects at regional or HQ level is an asset;
• Experience in supporting preparation of procurement documents (micropurchase RFQ etc. according to the UNDP established procurement procedures find possible bidders collect price offers when needed prepare evaluation reports is an asset;
• Demonstrated experience in project monitoring and budget oversight is an asset.
  

Languages:

• Fluency in the English language is required
• Working knowledge of another UN language is desirable.

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.

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.

Right to select multiple candidates

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.

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