Programme Management Assistant

Duties and Responsibilities

Project Design and Development

• Verify documents for overall accuracy, consistency, and uniformity in presentation; ensure comprehensiveness and compliance; cross-check consistency of figures in tables with report text; verify references to other reports and documents; ensure all necessary corrections are incorporated.
• Assist in the preparation of budgets with respect to project documents.
• Initiate setup of banking details for executing agencies.
• Facilitate the disbursement of funds to executing agencies.

Project Implementation

• Provide guidance to executing agencies on financial reporting as per the project cooperation agreement, including templates to be used for meeting reporting requirements.
• Track the circulation of new project internalizations and all project revisions through UNEP clearance and approval processes.
• Prepare fund documents for budget allocations and prepare the necessary documents in the ERP operating system.
• Provide guidance to executing agencies on the expenditure report template; review expenditure reports to ensure correct amounts and objects of expenditures have been charged, validity of charges, and availability of funds; provide feedback to agencies to complete documents correctly.
• Initiate processing of expenditure recording.
• Assist in following up on outstanding financial reports with executing agencies.
• Utilize the unit's finance dashboard to monitor financial reporting of all executing agencies and overall project status; advise on any anomalies.
• Provide guidance to executing agencies on the cash advance template; review cash advances received and provide feedback to complete documents correctly.
• Process cash advances and follow up on remittances of funds; process UNDP fax authorizations and sub‑allocations to executing agencies.
• Notify payees on payment status and investigate complaints of non‑receipt.
• Prepare budget revision templates; provide guidance to executing agencies on the template; review budget revisions and provide feedback for correct completion.
• Ensure all executing agencies use the same budget, expenditure report, and cash advance templates; work with partners to facilitate correct template usage.
• Create Special Service Agreements, Purchase Orders, Travel Requests (TVRQ), and Travel Advances (RCTAs).
• Assist in reconciling project accounts against independent audit certificates received from executing agencies.
• Inform executing agencies of upcoming financial reporting requirements.
• Utilize tools developed for tracking financial status and reporting of all executing agencies to identify and manage financial risks.

Project Evaluation and Closure

• Update a project database with relevant information on revision/closure of projects.
• Assist in providing financial information required for Project Implementation Review (PIR), Mid‑term Review/Evaluation, and Terminal Evaluation.
• Assist in preparing project completion and closing revisions and supporting schedules.
• Prepare requests for refund of unspent balances.

General

• Review work processes to improve efficiency.
• Develop flowcharts for the development, review, and approval of financial and project contract documents.
• Provide general administrative support.
• Maintain and keep up‑to‑date project files.
• File and archive documentation in soft and hard copies; keep log of archived files.
• Draft routine correspondence related to enquiries on relevant financial and budget matters.
• Perform other related duties as assigned.

Qualifications and Skills

• Education: High school diploma or equivalent required. A professional qualification in Business Administration, Accounting, or Finance is required.
• Certification: Certified Public Accountant (CPA), Chartered Accountant (CA), or equivalent is desirable.
• Experience:
  • Minimum of seven (7) years of progressive working experience in finance, budget, accounting, or a related area required. This is reduced to five (5) years for candidates who possess a first‑level university degree.
  • Experience in grant management and donor reporting is required.
  • Experience in analyzing financial data and reports is required.
  • Proven experience working with Enterprise Resource Planning (ERP) systems such as UMOJA is required.
  • Experience in the UN (or similar international organization) financial rules and regulations and IPSAS accounting standards is desirable.
  • Work experience of one (1) year or more in data analytics or a related area is desirable.