Duties and Responsibilities
The Programme Associate would be responsible for:
Effective Support to the Preparation, Implementation, and Monitoring of the Country Programme
Participate in the preparation of the CO programme and project proposals by compiling and analyzing information in the subject areas of UNFPA assistance, compiling project documents and work plans and preparing tables and statistical data.
In coordination with assigned programme staff, guide the routine implementation of assigned projects, coordinate delivery of project inputs and ensuring the participation of relevant stakeholders.
Ensure consolidation of team plans: leave and travel plans ahead of CO plan as well as main event plan and organization.
Maintain and update project files of assigned programme staff, including Annual Workplans signed, revised, and project progress reports, and budgets in compliance with corporate guidelines, including lessons learned, evaluations, and studies.
Monitor and report on core and non-core expenditures by implementing partners.
Consolidate and maintain the inventory of pipeline projects for submission to donors for co- financing.
In collaboration with assigned programme staff, operations and assigned implementing partners, assist in financial and substantive monitoring and evaluation of programme activities, identifying any operational and financial problems, and contributing to the development of solutions.
Assist in the organization, recording, and reporting (minute writing, and participants list) of periodic coordination meetings. Ensure timely schedules, invitations, and confirmations are done.
Support the registration of new projects in Atlas, raise/process requisitions in Atlas, and ensure timely follow-up of requests for direct payment to suppliers or advance of funds to projects in accordance with the procedures and approved work plans. Assist in the planning, organization, and duly reporting (back-to-office reports) of all team traveling. Ensure timely schedules, bookings, and confirmations are done.
Ensure that partners submit FACE and Forms C on time, in the correct format, and both narrative and financial.
Assist in conducting assessments of programme performance to identify success factors and compile a list of best practices.
Effectively support evaluation of programme activities: establishing and implementing mechanisms to systematically assess the achievement of results, undertake periodic field visits, participate in review meetings, and prepare regular inputs to status and progress reports.
Contributing to HACT assurance activities regarding assigned implementing partners.
Participate in training and guiding of assigned implementing partners, project personnel, and programme staff on national execution and programme policies and procedures.
Support implementation of audit and evaluation recommendations.
Translate working documents from Portuguese to English and vice versa as required
Research and Knowledge Management Sharing:
Assist in the creation of substantive knowledge relevant to a specific programme area through research, synthesizing and documenting findings and lessons learned, success stories and best practices, strategies, and approaches of the CO, and drafting relevant materials for dissemination.
Maintaining the programme filing, archiving and e-archiving systems, as well as uploading to the CO intranet and maintaining the relevant sections.
Programme Finance and Operational Support:
Initiate procurement requests for the projects and the team, as assigned by his/her supervisor, ensuring compliance with UNFPA procurement procedures.
Generate financial and programmatic Atlas and Cognos reports for the country programme as required.
Perform General User or Buyer roles in Atlas for projects.
Ensure that payment requests related to assigned programme staff are channeled to the relevant operations staff.
Others:
Support to Advocacy and Implementation of the CO’s resource mobilization strategy by compiling and synthesizing relevant background materials for use in discussions and public events.
Act as a back-up on selected functions to other Programme Associates during their absence.
Carry out any other duties as may be required by the supervisor.
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