UNDP Solomon Island Office is part of the UNDP Pacific Office in Fiji, which formally came into existence in April 2016, as a result of the realignment process of the former Fiji-based Pacific Centre and the UNDP Multi-Country Office. Amongst the programmes overseen by the UNDP Pacific Office in Fiji, UNDP Solomon Island programme is the largest, averaging 6 to 7 million USD delivery per year. Following the realignment exercise of the UNDP Pacific Office in Fiji, the office in Solomon Islands is going through an exercise to better align the SoI component with the implemented Suva structure.
In line with the programmatic focus of UNDP in the Pacific, the three programme units will be created and be headed by the Team Leader: Effective Governance, Sustainable Development and Resilience, and Inclusive Growth. In addition, there will be a unit dedicated to results based management and communications. The unit leaders will be directly reporting to the Head of Office/Country Manager and working closely with the Team Leaders and members based in Suva on programme formulation, oversight and implementation, as well as policy advice and advocacy to meet the development needs of the Government and people of Solomon Islands. For operations, the team in Solomon Islands will be working through the Joint Operations Center based in Suva to ensure efficiency and compliance of administrative services.
Under the direct supervision of the Team Leader, the Programme Associate ensures effective delivery of programmes by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The Programme Associate will also provide support to the Inclusive Growth and RBM team leaders when required.
The Programme Associate works in close collaboration with the operations, programme and projects' staff in the UNDP Solomon Islands Office, the UNDP Pacific Office in Fiji and UNDP Regional Hub in Bangkok and HQs as required for exchange of information and to support programme delivery.
Summary of Key Functions: Functions and Key Results Expected
Support to formulation of programme strategies and the Sub-regional programme document and implementation plan
Support to management of the UNDP Solomon Islands programme
Administrative support to the Programme Unit
Facilitation of knowledge building and knowledge sharing
Support to resource mobilization
1. Supports formulation of programme strategies and the Sub-regional programme document and implementation plan focusing on achievement of the following results:
Collection, analysis and presentation of information for identification of areas for support and programme formulation/implementation.
Presentation of background information for formulation of programmes and projects, draft project documents, annual and quarterly work plans, budgets, proposals on implementation arrangements.
2. Provides effective support to management of the UNDP Pacific Solomon Island Office programme focusing on the achievement of the following results through close collaboration with key stakeholders:
Creation of project in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closing of a project
Corresponds with implementing agencies on routine matters.
Presentation of information for the audit of NEX and DEX projects and supports the implementation of audit recommendations
3. Provides administrative support to the Team Leaders focusing on achievement of the following results:
Review of NIM and DIM financial reports, vendor's approval in Atlas, preparation of non-PO vouchers
Maintain the internal expenditures control system to ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
Take timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Creation of requisitions in Atlas for projects, registration of goods receipt in Atlas.
Making budget check for requisitions, Purchase Orders and vouchers.
Assist in the drafting of briefing materials for official missions.
Assist in the preparation of meetings, trainings and other events, including scheduling.
Provide general secretarial and administrative assistance to his/her respective team as well as the overall programme unit to provide backstopping and when requested, in spirit of team work.
Ensure smooth flow of information among the team members.
Assist in the identification and selection of project personnel through the advertisement of TORs, and preparation of shortlist of candidates.
Assist in monitoring programme budget and expenditures
4. Supports resource mobilization focusing on achievement of the following results:
Analysis of information on donors, preparation of donor's profile.
Track and reporting on mobilized resources. Review of contributions agreements; managing contributions in Atlas.
5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Participation in the trainings for the operations/project staff on programme.
Sound contributions to knowledge networks and communities of practice, and focal person for thematic areas: poverty reduction/crisis prevention/governance/environment
Secondary Education is required. Specialized certification in
Accounting and Finance is desirable. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is desirable, but it is not a requirement.
6 years of progressively responsible administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Functional Competencies: Advocacy/Advancing A Policy-Oriented Agenda
Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Provides information and documentation on specific stages of projects/programme implementation
Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information
Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Documents and tracks innovative strategies/best practices/new approaches
Responds positively to new approaches Resource Mobilization (Field Duty Stations)
Resource Mobilization (Field Duty Stations
Maintains information/databases on potential and actual donors
Maintains database of project files
Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP's Goals
Identifies relevant information for advocacy for UNDP's goals for a variety of audiences
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Responds to client needs promptly
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Prince2 training and certification, RMG
Fluency in English and language of the duty station.