[ENG] VACANCY ANNOUNCEMENT - Programme Associate, Russia-UNDP Partnership (UNDP)



Duty station: 

Moscow, Russian Federation

Contract type: 

SB3, Service Contract

DEADLINE: 30 October 2020 (Midnight New York USA)


Duties and Responsibilities

Under the overall guidance and direct supervision of the Senior National Officer in the UNDP Partnership Support Office, the Programme Assistant will work in close collaboration with IRH teams, respective TFD projects staff, and external clients (government, donors, consultants, ets) as required for resolving the TFD issues including operational and exchange of information. The incumbent is also expected to support effective management of the TFD Operational project as well as project financial monitoring and reporting.Supports effective management and monitoring of the respective TFD portfolio:


Supports effective management and monitoring of the respective TFD portfolio;

·      Provide support to TFD Manager and Deputy TFD Manager in the implementation of the TFD strategy:
·      Organize, compile and process information from the donor and IRH team as inputs to various databases and documents;
·      Follow the established filing, archiving standards and procedures for TFD, organizes, updates and maintains all related documents;
·      Scans and ensures proper digital filing of all TFD documents that must be retained in support of corporate policies.
·      Identifies and escalates TFD project related issues, proposing and contributing to the development of solutions;
·      Preparation of TFD workplans and operational budgets, and proposals on projects implementation arrangements;
·      Tracking, monitoring and reporting on the use of TFD operations project resources;
·      Support the procurement processes of the TFD projects, including hiring of consultants, designing and printing publications;
·      Organizing and participating in the Steering Committee meetings and take note of decisions made/follow up actions;
·      Support collection, analysis and presentation of background information for preparation of the Steering Committee or other TFD related events;
·      Backstops monitor TFD projects delivery, income and expenditures and prepares financial reports for TFD management and donor;
·      Backstops TFD staff during absences or mission travel.


Administrative and Financial Management Support to TFD implementation:

·      Overall support the TFD management and Partnership Support Office in the Russian Federation in administrative and financial issues;
·      Implementation of the internal control mechanisms, finance business processes and internal Standard operation procedures;
·      Record keeping on TFD operations for the related activities (procurement, travel, HR, payments) up to date and in order;
·      Financial planning, including tranches allocations;
·      Administrative support to conferences, workshops, study-tours by TFD projects to Russia;
·      Support to organization of procurement processes including preparation of documents, receipt of quotations, bids or proposals, their preliminary evaluation;
·      Assist in entering and management of TFD Operational project related data in Atlas, creation/monitoring of e-requisitions, purchase orders, vouchers, vendors.
·      Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched, payed out and closed.  Timely corrective actions on POs with budget check errors and other problems.
·      Maintenance of records on assets management, preparation of reports.


Travel Support:

·      Preparation of monitoring missions of the SC members and TFD manager;
·      Carry out all administrative requirements and arrangements with respect to the TFD staff, experts and civil servants official travel;
·      Liaise with travel agents, including purchase of tickets, hotel booking, visa support;
·      Make travel arrangements and coordinate all administrative, logistical and security requirements if required;
·      Prepare Travel requests and Travel claims, insure Travel claims reconciliation after the mission.


Facilitating of Knowledge building and knowledge sharing:

·      Support synthesis of lessons learnt, and best practices related to the project management;
·      Supports TFD management in organizing knowledge sharing events for TFD projects, identifying relevant partnerships and sources of expertise for TFD projects implementation;
·      Facilitation of knowledge building and knowledge sharing on financial and operational issues.
·      The Programme Assistant performs other related duties as assigned.



Required Skills and Experience

Education: Secondary education with specialization in administrative or programme management OR Bachelor’s degree in international relations, social policy, public policy, politics, economics, development studies or a related area.

1. Secondary education with 7 years of experience of relevant experience in administrative or programme support service. OR Bachelor’s degree with 4 year of relevant experience in administrative or programme support service.
2. 2 years’ experience in project implementation, planning and reporting is requirement
3. 2 years’ experience of managing financial resource is requirement
4. Experience working with UNDP at Country Office or HQ level is strong asset;
5. Exposure to any other UN organization or Government institution is an asset;
6. Experience working in governmental agencies is an asset;
7. Knowledge of Atlas is an asset
Language Requirements:
Fluency in English is required.
Fluency in Russian is required.
Non-Smoking environment; 
Ability to work under pressure in a multicultural and complex environment;