Programme Management Support Analyst (Office Based) [Open to Tiers 0, 1 and 2]

UNDP•New York, NY

6h•Onsite

About The Position

UNDP provides integrated programmatic, policy and financing solutions to realize the Sustainable Development Goals (SDGs). In this context, UNDP has created a Global Policy Network (GPN), a network of field-based 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. The Bureau for Policy and Programme Support (BPPS) and the Crisis Bureau (CB) are the two anchor Bureaux of the GPN. The Crisis Readiness, Response, and Recovery Team ensures organisational readiness, mobilises timely and effective response to crises and enables early recovery based on a whole-of-CB and whole-of-GPN approach that builds on best-in-class procedures, systems, and expertise. To this end, the Team develops and maintains standards, protocols, and systems. On readiness, the Team focuses on continuous improvement and innovation in crisis impact assessments, country office capacities, management of expertise through rosters, and forging of operational partnerships. On response, the team provides immediate support to COs in crisis situations including coordination and delivery of financial, technical, and operational support. The team emphasizes gender considerations in all aspects of its work. Assessments and Digital Solutions: The team leads continuous development and innovation on digital assessment tools, coordinates assessment support for COs, provides technical expertise for rolling out UNDP-specific assessments and serves as the custodian of UNDP-managed assessment methodologies. Country and Recovery Solutions: The team provides technical and programmatic support for crisis response and recovery, leading efforts in areas such as stabilization, host-community resilience, forced displacement solutions, basic services, economic recovery, mine action, and debris removal, while facilitating data-driven decision-making. Operations and Country Readiness: The team develops and institutionalizes crisis readiness protocols and systems, strengthens CO and corporate capacities for response and recovery, and innovates on operational solutions. A Project Management Unit (PMU) within the overall C3RT structure is established to ensure coordination, sound financial and operational management, high-quality monitoring, timely and credible results reporting, and consistent engagement with donors. Documentation, information flow, and communication of results at the human level are also a priority. The Programme Management Support Analyst as part of the PMU working closely with the C3RT operations team will ensure sound programme support, particularly financial management for large-scale budgets and multiple funding streams, compressed timelines, and high fiduciary risk, including overseeing and monitoring CO financial planning and transactions.

Requirements

Advanced university degree (master's degree or equivalent) in Business Administration, International Relations, Economics, Political or Social Sciences, or related field is required. Or A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Minimum of 2 years (with master’s degree) or 4 years (With bachelor’s degree) of professional experience in programme, operations, or administrative management at the national and/or international level;
Experience in managing finance, HR and administrative operations is required.
Experience in programme/project management, monitoring and reporting is required.
Fluency in English, is required;

Nice To Haves

Experience in crisis response and work experience in a crisis context would be desirable.
Experience in strategic planning, results-based management, reporting, and project cycle planning is desired.
Experience using ERP systems, including Quantum, is also desired.
Working knowledge of other UN official languages is an asset.

Responsibilities

Provides programme/project management support to the Unit, such as: Creating and managing projects in Quantum; Creating requisitions, raising receipts; implementing budget and project award revisions; and project status; determining of unutilized funds, maintaining internal expenditures control system; Tracking, monitoring, and reporting on the use of project resources; Conducting budget checks for the accuracy of e-Requisitions; Creating project awards/contracts and revising budgets in Quantum;
Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects 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;
Identifies and escalates project-related issues, proposing and contributing to the development of solutions.
Facilitates Individual Contracts (IC) processes through both GPN Roster and CPU cases; Initiates CPU requests in the UNall case management system, supports document elaboration/flow and processing information on the operations side; Once the procurement process is finalized, maintains contract management incl. issuing amendments and clearance processes, etc.; Collects information for supplier profile management, raises e-Requisitions in Quantum and follows up the approval process for PO issuance; Processes requests for payments in Quantum facilitates the clearance of COPs, creates invoices and follows up the submission of evidence of deliverables from contractors;
Supports other procurement processes (direct contracting, credit card or micro purchasing processing when needed): document development, supplier profile registration, and communication with suppliers on admin issues, etc.;
Performs market research and finds the best option for the procurement of goods and services; Advises on best solutions for these procurement processes;
Facilitates Travel Requests for missions, including timely follow-up action on medical/security clearance, claims, and signatures as appropriate, and ensuring preparation of the necessary documents in Quantum;
Monitors all travel-related payments for the Unit, liaising appropriately with the relevant staff members, as required;
Provides administrative and logistical support for donor meetings, country and/or region specific meetings, workshops, trainings, conferences, retreats and any other special events;
Supports the HR recruitment and separation processes;
Backstops procurement processes, including preparation of CAP and ACP submissions;
Backstops unit members on programme management during absences and mission travels.
Prepares information for project audits and follow-up and/or provides support to the implementation of audit recommendations;
Collects and disseminates information related to the thematic area, including inputs for donor reports and provides information when requested from various sources;
Follows the established filing and archiving standards and procedures for the Bureau, organizes, updates and maintains all project/programme-related documents;
Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies.
Prepares reports synthesizing lessons learnt and good practices;
Contributes to and administers events pertaining to UNDP knowledge networks;
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 Organisation