Summary
Date Posted: Monday, December 18 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Description
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
• As the New Dawn Government together with its Cooperating Partners including UNDP Zambia move into 2024, and advance further into the Decade of Action with only 7 years left to achieve the SDGs, the world and individual countries are still grappling with COVID-19 response and socio-economic recovery. In the context, of its new Country Programme Document (CPD), UNDP Zambia revisits its approach to programming and delivery to ensure constant relevance and effectiveness in supporting the Government of the Republic of Zambia (GRZ) to address key issues and most important priorities, while concurrently exploring innovative and creative ways to accelerate the achievement of the objectives set out in intertwined Agendas 2030, 2063 and the finalized 8th National Development Plan (8NDP) using a strategic approach to planning resulting in an efficient and effective delivery of the Country Programme to promote sustainable human development.
• Against this backdrop and building upon the lessons learnt over the past months, UNDP Zambia is strengthening its Energy and Environment Cluster to rollout the vision of repositioning its CO programme to ensure smooth and accelerated delivery on UNDP mandate in Zambia. Environment Energy and Climate Change is one of three pillars of the Programme Unit along with the Inclusive and Sustainable Growth and Governance and Gender Clusters. Each cluster is headed by a Programme Specialist, Head of Unit and supported by a Programme Analyst and a Programme Associate in addition to the personnel of projects under each pillar.

Position Purpose
• Under the overall guidance of the the Programme Specialist, Head of Unit – Environment and Energy, the Programme Associate will work under the direct supervision of the Programme Analyst and is entrusted with providing administrative operational support to the management, monitoring and improvement of the programme. collaboration.

Key Duties and Responsibilities
1. Support to the formulation, implementation, management and monitoring of the Environment and Energy Unit’s programme portfolio:
• Provides programme/project management support to the Unit, including, but not limited to;
• Creating and managing budgets in Quantum;
• Providing distribution combination authorizations; creating requisitions, processing invoices; implementing budget and award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system;
• Tracking, monitoring, and reporting on the use of project resources;
• Conducting budget checks for accuracy of Requisitions, Purchase Orders and payments.
• Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects in line with UNDP policies and regulations;
• Generates reports and information on routine implementation of projects and programme (project status);
• Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations and;
• Identifies and escalates project-related issues, proposing and contributing to the development of solutions.

2. General operational and administrative support to the Environment and Energy Unit:
• Process and maintain supplier profiles on Quantum, raise requisitions, and follow up on Purchase Order approval and reconciliation processes;
• Support other procurement processes including direct contracts, micro purchasing processing when needed; document development, communication with vendors on administrative issues and payments to vendors;
• Process official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate, and ensuring preparation of the necessary documents on Quantum;
• Monitor all travel-related payments for the Unit, liaising appropriately with the relevant staff members, as required;
• Provide administrative and logistical support for stakeholders’ meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events;
• Provide inputs into the Unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Backstop Unit members on programme management during absences and mission travel.

3. Manages the Environment and Energy Unit’s portfolio documentation:
• Prepares information for the audit of projects and follow-up and support to the implementation of audit recommendations;
• Proof-reads, edits, and translates reports as necessary for in-house dissemination and/or publication;
• Collects and disseminates information related to the Unit’s thematic areas, including inputs for donor reports and provides information when requested from various sources;
• Following the established filing and archiving standards and procedures for the Bureau, organizes, updates and maintains all project/programme-related documents and;
• Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies.

4. Promotes knowledge building and knowledge sharing in the relevant area:
• Prepares reports synthesizing lessons learnt and good practices;
• Contributes to and administers events pertaining to UNDP knowledge networks and;
• Supports the development of training, learning materials and activities by developing substantive components;
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:
Core competencies
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work;
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking;
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning;
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process;
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously;
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships;
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies
Business Direction and Strategy
• Effective Decision Making
• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• System Thinking
• Ability to use objective problem analysis and judgment to understand how interrelated elements co-exist within an overall process or system and to consider how altering one element can impact on other parts of the system.
Business Management
• Partnership Management
• Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.
• Results-based Management
• Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
• Project Management
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Development
• Knowledge Facilitation
• Ability to animate individuals and communities of contributors to participate and share, particularly externally.
• Human Centered Design
• Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.

Required Skills and Experience
Education
• Secondary education is required , preferably with additional certification in relevant field;
• A university degree in Business or Public Administration, Economics, Political or Social Sciences, Environment, Climate Change or other related fields will be given due consideration, but not a requirement.

Experience, Knowledge and Skills
• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant relevant progressively responsible administrative/management or programme experience is required at the national and/or international level;
• Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required;
• Experience in using of web-based management systems is required;
• Experience working with UNDP, other UN entities, donor organizations or development organizations is an asset.

Language
• Fluency in oral and written English;
• Knowledge of other official UN language is an advantage.

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: High School

Job application procedure
• Interested and qualified? Click here to apply

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