Background The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.
BPPS’ staff provides technical advice to Country Offices, advocates UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-
private dialogues, government and civil society dialogue initiatives, South-South and Triangular cooperation initiatives, and engages in UN inter-
agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau to support emergency and crisis response.
BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-
based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge, and data driven including in its programme support efforts.
The UNDP Global Environmental Finance (UNDP GEF) Unit has specialized technical and policy advisory teams in New York, Addis Ababa, Geneva, Istanbul, Bangkok and Panama working on catalyzing environmental and climate finance for climate-
resilient, sustainable development. To achieve this, UNDP GEF works closely with UNDP country offices to develop country capacity to put in place the right mix of regulatory and financial incentives, remove institutional and policy barriers, and create enabling environments that attract and drive public and private sector investment into sustainable development.
In doing this, UNDP-GEF assists partner countries to access, combine, and sequence resources from a wide range of funds, financial instruments, and mechanisms.
UNDP is an accredited implementing entity for the following environmental vertical funds : (i) the funds managed by the Global Environment Facility (GEF) : the Global Environment Facility Trust Fund (GEF TF), the Least Developed Countries Fund (LDCF), and the Special Climate Change Fund (SCCF);
ii) the Adaptation Fund (AF); and (iii) the Green Climate Fund (GCF). As an Implementing Agency for these funds, UNDP offers countries highly specialized technical services for eligibly assessment, programme / project formulation, due diligence, mobilization of required co-
financing, project implementation oversight, results management and evaluation, performance-based payments and knowledge management.
With its technical focus, the UNDP GEF unit is organized into substantive technical teams (Biodiversity, Water and Oceans, Energy and Climate Change Mitigation, Climate Change Adaptation, Chemicals & Waste, and Climate and Forests) with a Principal or Senior Technical Advisor (PTA / STA) being the team leader within each area.
Each team leader supports and guides a team of Regional Technical Advisors (RTAs) or Specialists (RTSs). The regional teams are based in regional hubs (Addis Ababa, Bangkok, Istanbul, Panama) from where they support UNDP’s country offices and partners in their region.
The projects funded by environmental vertical funds in Latin America and the Caribbean are supported at the national level by UNDP Country Offices (COs) and at the regional level by Regional Coordination Units (RCUs).
Under the overall supervision of the UNDP-GEF Regional Technical Advisors (RTAs) and direct coordination and guidance of the corresponding Regional Team Leader (RTL), the Programme Associate will facilitate the effective delivery of UNDP-
GEF's portfolio in Latin America and the Caribbean by providing support and oversight throughout the development, implementation, monitoring / evaluation and closure of UNDP-
GEF projects. This includes effective portfolio data management and monitoring to maximize COs' timely compliance with UNDP and environmental vertical fund requirements.
The Programme Associate will work in close collaboration with the Operations, Programme and Project teams in the CO and UNDP-
GEF HQs global team / staff to resolve complex programme-related issues and to ensure a consistent quality service delivery.
Duties and Responsibilities Summary of key functions : 1.Management and Support to projects under development (pipeline);
2.Monitoring and support to projects (after vertical fund approval);3.Results-based and Portfolio Support and Monitoring (includes projects under development and under implementation);
4.Country Office Capacity Support;5.Self-Development, Learning, Knowledge Management.1)Management and Support to projects under development (pipeline)
Coordinate document processing related to project development in the region (regional and country level projects) as relevant for all stages of the project cycle;
Collection, analysis and checking for accuracy and consistency of information against established formats;
Updating and keeping track of the UNDP-GEF project database (PIMS+);
Tracking required information for project completion and / or processing requirements and alerting RTAs of any projects with concerns;
Following-up on correspondence with project proponents, Country Offices (COs), International consultants, project staff, and UNDP-GEF Headquarters;
Processing documentation for submission, including final quality check regarding accuracy and compliance with formats and guidelines.
Expected Results : Projects under development are fully compliant with UNDP and vertical fund requirements.2)Monitoring and support to projects (after vertical fund approval)
Effective communication to COs on the processes relating to Delegation of Authority (DOA), ensure COs receive a DOA Letter and the approved final UNDP Project Document, and any other associated / necessary documents and requested clearance (including financial and technical clearance) in a timely manner once UNDP-
GEF receives an approval / endorsement from a source of funds;
Ensures Annual Work Plans are submitted for Regional Technical Advisor’s (RTA) approval and Authorized Spending Limit (ASL) issuance;
Assist the Regional Technical Advisors in reviewing projects' annual and multi-year work plans in a timely manner, ensuring compliance with Donor requirements in terms of budgeting and identify irregularities;
Assist the Management and Programme Support Analyst in regional portfolio analysis, in particular, ensuring all data necessary for the analysis is collected from COs and consistent for any specific projects under his / her portfolio;
Assist COs in completing budget revision processes in time for on-going projects under his / her portfolio;
Assist the RTAs and the RTL in the regional effort to achieve milestones and timelines between vertical fund approval and project start-
up within or under established limits (PPG phase and full project execution).Expected Results : Effective monitoring and timely support to projects after vertical fund endorsement ensuring all UNDP and vertical fund timelines and milestones are met.
3)Results-based and Portfolio Support and Monitoring (includes projects under development and under implementation)
Ensure all project information in UNDP-GEF database (PIMS+) is correct and up to date at all times from the creation of a project in PIMS+ until the project’s operational and financial closure for projects under his / her portfolio;
Monitor project delivery and submission of progress reports and budget revisions for the region, identifying reasons for shortfall in delivery and alert RTAs of any projects with concerns;
Undertake financial monitoring of the portfolio in the region and analyze individual projects’ budgets and budget revisions in close coordination with the COs and RTAs;
Assist in all aspects of regional portfolio management, including tracking of standard project related management actions, monitoring and evaluation requirements and progress reports (TPR / APR, PIR) including processing of required documentation;
Maintains the electronic project data base fully updated and, where necessary, organizes and maintains hard-copy files of all projects and associated information and official documentation;
Assist the RTL in the monitoring and systematization exercises required for regional and global reporting;
Assist the RTA and the RTL in regional communication exercises;
Support to the development and implementation of the annual business plan;
Assist in the preparation, updating, and dissemination of PowerPoint and other presentations and in managing dissemination of information that describe the work and achievements of UNDP-GEF via the media;
Conduct financial follow-up and advise Country Offices (or executing agencies in case of regional or global projects without Project Principle Resident Representatives) with regard to the deployment of the funds and the project closure, as well as, the preparation of the quarterly reports flagging to the RTA any discrepancies, need for action, or progress in disbursement;
Maintain close contact with COs on projects in varying stages of the project cycle, tracking project development and / or implementation progress against established time-
frames for project maturation and / or the attainment of implementation milestones as indicated in project annual work plans, recommending courses of action as appropriate and bringing to the RTAs’ attention all technical issues that require attention / resolution;
Draft correspondence and assist with other administrative tasks, as required;
Backstop other members of the Team and performs ad-hoc tasks, as required, to ensure the Team will deliver at the highest standard;
Support in all aspects of the organization of meetings, seminars, and workshops including making timely conference room booking, assisting in preparing, sending, and following up on invitations, agendas and / or background documentation, etc.
Expected Results : Effective monitoring and timely support to projects under implementation ensuring all UNDP and GEF timelines and milestones are met.
4)Country Office Capacity Support
Managing information flow between COs and HQ on the regional portfolio to meet all reporting requirements;
In coordination with RTAs, advise environmental focal points on procedural issues, approval processes and associated time-
frames related to UNDP-GEF project cycle management, according to the UNDP POPP, UNDP-GEF Programming Manual, and any other appropriate Advisory Notes and guidelines;
Assist COs, Latin America and the Caribbean Team, or HQs on staff recruitment processes and consultant procurement processes, including the development of TORs, finalizing advertisements, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, etc., as requested by RTAs;
Work in close collaboration with the UNDP-GEF Management and Programme Support Unit, as well as, the CORE Team of Country office advisors, the regional procurement specialist and the operations, programme and projects’ staff in COs as required for resolving complex issues related to project administration, delivery, and portfolio management;
Organize UNDP-GEF training programmes and workshops in the region as appropriate, including logistics, communications with COs, documentation requirements, and any other logistical and administrative support.
Expected Results : Country Offices are supported effectively and efficiently to ensure they meet UNDP and vertical funds’ timelines and milestones.
5)Self-Development, Learning, Knowledge Management
Learn from and contribute to corporate knowledge tools including programming manual and PA training manuals;
Organize and participate in UNDP-GEF training programmes and workshops as required, oversee logistics, documentation, and preparation / review of budget and authorization of expenses;
Coordinate focal area knowledge management activities. Manage dissemination of information through Power Point or similar means, resulting in public awareness of the work and achievements of UNDP-GEF;
Undergo training in UNDP and vertical fund programme requirements.Expected Results : The PA continually learns from and improves the effectiveness of corporate knowledge tools, training programmes, marketing and communications, and contributes to the overall UNDP-
GEF knowledge management. Competencies Core Competencies Innovation Level 3 : Adapts deliverables to meet client needs Leadership Level 3 : Proactively seeks and recognizes contributions of others People Management Level 3 : Appropriately involves team in different stages of work and decision-
making Communication Level 3 : Expresses information and views with adaptive reasoning and appreciation for complexity and variation Delivery Level 3 : Takes responsibility for addressing critical situations and delivering core value Technical / Fuctional Quality Assurance Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Results-
based management Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Data Management Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Data Analysis Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Monitoring and Evaluation Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Knowledge Management Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Project Management Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Procurement Level 2 : Execute & Learn : Performs defined tasks efficiently and deepens knowledge of area of work Required Skills and Experience Education :
Secondary education with at least 6 years of relevant experience preferably with specialized certification in Business or Public Administration, Finance or related area;
A Bachelor’s degree in Economics, Political Sciences, Social Sciences, Natural Resources Management or other closely related fields with at least 3 years of relevant experience would be desirable;
Certification in project management would be an added advantage. Experience :
Minimum of 3-6 years of experience in financial resources, budget, programme / project management or implementation, or Administrative support functions;
Solid experience in project oversight and / or management highly desirable;
Knowledge of tools and methodologies to follow-up on projects or project cycle management;
Experience at the national or international level with organizations that manage grants is an advantage;
Demonstrated interest in the environment is an asset;
Mastery in the usage of computers and office software packages (MS Word, Excel, Power Point as a minimum, database management as a plus) and demonstrated experience in web research;
Good knowledge of an ERP System (such as Atlas) and UNDP Procurement, Finance and Accounting structure will be considered an advantage;
Knowledge of UNDP-GEF is an advantage.
Good writing and editing skills, as well as, experience preparing graphic presentations is an advantage. Language Requirements :
Fluency in written and spoken English and Spanish;
Knowledge of French and / or Portuguese desired;
Proficiency in other UN languages is an asset.
Important applicant information
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All selected candidates will, therefore, undergo rigorous reference and background checks.
All posts in the GS categories are subject to local recruitment.
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Vacancy End Date (Midnight New York, USA) Agency