As a member of the BES-Net team, and under the supervision of the Programme Specialist, the Programme Associate provides a wide range of programme support services for smooth implementation and management of BES-Net operational responsibilities.

Key Duties and Accountabilities

1. Provide effective support to management of the Country Office programme.
   • Provide efficient administrative and logistical support for BES-Net:
     • Provide administrative and logistical support, including the arrangement of travel, hotel reservations, including timely follow-up action on medical/security clearance, processing of Daily Subsistence Allowance (DSA), Travel claims, visa requests, identity cards and other documents.
     • Provide administrative and logistical support for Trialogues and other workshops/meetings, etc.
     • Review, research, verification, and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation/support of supplier set-up information in Quantum.
     • Establish and maintain project-related filing systems.
     • Provide administrative support to the maintenance of premises and common services, as needed.
     • Ensure timely E-req and PO creation.
     • Implement the internal control system ensuring that E-requisitions are duly prepared and approved.
     • Provide efficient general reception and information services.
     • Provide reliable registry services and protocol issues.
     • Brief/debrief the project team on issues relating to the area of work and training on the administrative procedures, as required.
2. Support to human resources and procurement services for BES-Net:
   • Guide and coordinate the recruitment process in close coordination with relevant authorities for review and approval, as required, encompassing the drafting of job descriptions, job classification, vacancy announcement, screening of candidates, compilations of matrixes, organization of interview panels, reference checks, negotiation, awarding of contract, etc.
   • Support the organization of procurement processes including preparation and conduct of RFQ/RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
   • Ensure proper closure of the POs and support the quarterly/annual accounts closure process.
   • Coordinate the preparation of procurement plans for the project and monitor their implementation as needed.
   • Guide and coordinate the project procurement activities and processes for both goods and services in UNall and Quantum and in close coordination with relevant authorities for review and approval, as required.
   • Manage and monitor contracts in Quantum.
   • Maintain project staffing/personnel-related reports, such as attendance and leave management and travel monitoring, and review and process invoices from vendors.
   • Develop and regularly update the rosters of project-related vendors and consultants.
   • Support general HR correspondence.
3. Provide support for effective administrative and financial control for BES-Net:
   • Support the BES-Net planning, monitoring and reporting pertaining to budget and resource management, and ensure support in quality control of financial resource management, flagging any deviations or bottlenecks.
   • Review financial/expenditure reports; prepare and submit payment and other project-related requests; implement corrective actions in line with UNDP rules and regulations.
   • Review project budgets and budget revisions to ensure matching with available resources in projects.
   • Raise e-requisitions and ensure that payments are processed and completed, and transactions are correctly recorded.
   • Support in data entries, including relevant cost-recovery rates and their distribution.
   • Ensure the BES-Net financial activities, financial recording/reporting system, and follow-up on audit recommendations are in full compliance with UNDP Programme and Operations Policies and Procedures (POPP) and strategies.
   • Routinely monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions.
   • Assist in the project financial management in coordination with the Operations Associate and the BES-Net Coordinator, such as monitoring disbursements and payments, recording the flows and drafting financial reports.
   • Assist in the preparation and conduct of audit and implementation of audit recommendations.
4. Provide support to the implementation of business processes, quality assurance and oversight:
   • Ensure that business processes are followed by all the BES-Net responsible parties in line with the UNDP regulations and rules and the UNDP internal control framework.
   • Support oversight and monitoring processes of the implementing partners and Country Offices in the implementation of the Harmonized Approach to Cash Transfer (HACT) framework, including assurance plans and assurance activities.
5. Provide support to proper knowledge, supply and assets management:
   • Ensure uploading of required documentation in the corporate systems.
   • Coordinate the BES-Net assets management, timely preparation and submission of periodic inventory reports.
   • Coordinate the provision of reliable and quality office supplies for BES-Net staff.
6. Ensure proper Common Services:
   • Maintain common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
   • Coordinate with other Nature Hub and the Country Office Operations Team members as appropriate.
   • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Education

• Completion of Secondary Education or equivalent is required.
• Bachelor’s degree in Business, Public Administration, Economics, Political Sciences, Social Sciences or related field is desired.

Experience, Knowledge, and Skills

• Minimum 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant administrative or programme experience at the national and international level is required.
• Experience in the usage of computers and MS Office packages (Word, Excel, PowerPoint, etc.) and other computerized applications is required.
• Experience in the administration and implementation of operational strategies and policies is desired.
• Experience in project and financial monitoring, including financial management, oversight and management of financial awards is desired.
• Experience in project implementation support including efficient operational and administrative support is desired.
• Experience in handling web-based management systems and ERP systems, preferably Oracle or Quantum is desired.
• Certification in Administration or finance training such as ACCA, CPA or UNDP Certification, e.g. Prince2, Procurement, HR, Accounting and Finance is desired.

Language Requirements

• Fluency in English is required. Working knowledge of the local language is desired.

Note: Only Kenyan nationals will be considered.