Project Support Analyst

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Latin America and the Caribbean (LAC) region has been disproportionately affected by overlapping shocks due to persistent structural challenges such as deep inequalities, high vulnerability to poverty, low productivity, and recurring climate-related events. At the same time, a limited capacity to respond to citizens’ demands is undermining trust in governments and public institutions, causing alarming levels of frustration and social unrest that combine with the uncertainty and fear derived from the multiple crises impacting the region. The region is also characterized by a very low and declining trust in institutions.

In addition, LAC is currently experiencing significantly increased levels of political polarization, going from being the second least polarized region to the second most polarized in the world in just 20 years. Such a degree of polarization hinders the ability of societies to collectively build a country, to expand the opportunities and conditions for human development, and distances them from plurality and democracy itself. These cracks in democracy’s support base open the door to populist and authoritarian regimes and can leave institutions vulnerable to organized crime.

A new development trajectory is needed for LAC, one where structural issues and threats are addressed by taking advantage of the opportunities that emerge, one that recovers the relationship between democracy and development in the 21st century, and one that provides people with the ability to structure their lives on equal terms, allowing them to exercise rights and sustain processes of participation and representation. In this sense, democracy and human development are mutually reinforcing, allowing the expansion of opportunities and capacities of individuals and communities.

The Democracy and Development Report for LAC (DDR) aims to contribute to revitalizing the region's democracies from an inclusive and resilient human development approach. It hopes to be a mechanism to help build legitimacy and the capacities of institutions to deliver to their citizens, to increase their coordination, inclusion, and social innovation, from the production of knowledge, participation, and promotion of dialogue and alliances between institutional, political, social, academic, and business actors. The success of the DDR report will depend on the active participation of all stakeholders and the quality of the inputs collected.

Duties And Responsibilities

Under the supervision of the Programme Support Specialist, the core functions of the Project Support Analyst will include the following:

• Implementation of operational and financial project management strategies.
• Full compliance with UN/UNDP rules and regulations of financial processes, financial records, and reports and audit follow-up (as needed).
• Prepare inputs and background information; draft work plans, TORs, budgets, proposals on implementation arrangements; and contribute to progress, annual and final reports.
• Communicates contribution agreement information to the BMS/GSSC in line with the project resource mobilization efforts.
• Support oversight monitoring of the project by maintaining administrative control records such as commitments and expenses and confirming availability of funds when required.
• Administration of project budgets.
• Preparation and modifications of budgets for associated projects.
• Support financial monitoring of the project by generating periodic financial and budget reports.
• Create project budget in Quantum (can be done only based on signed PRODOCs and project budgets).
• Create awards in Quantum as needed.
• Accounting, Finance, payment processing, and administrative support.
• Support with project payment processing in coordination with RHP Finance Unit.
• Proper control of the supporting documents for payments and financial transactions, maintaining an efficient administrative and filing system of project related documentation.
• Proper follow up of NEX advances/Responsible Party (RP) Advances (direct transfer, liquidation, reimbursement).
• Create requisitions based on the Unit’s procurement plan or as needed.
• Proper receipt of goods and services.
• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum.
• Timely accounts closure (such as advances or prepayments).
• Identify and follow up unposted invoices, including the invoices with budget check errors, match exceptions, and unapproved invoices.
• Identify erroneous data for timely corrective actions on erroneous data in Quantum.
• Preparation of financial reports as required.
• Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation request in UNall, ensuring their application to correct COA.
• Periodic review of POs in Quantum to ensure they are complete or closed, open POs to determine whether they should be closed and ageing of outstanding prepayments.
• Support procurement processes for the acquisition of goods and services, in close coordination with the Procurement Team in Panama Regional Hub.
  
  
  

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Support Analyst will report to the Programme Support Specialist.

Competencies

Core Competencies

• ACHIEVE RESULTS - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• THINK INNOVATEVELY - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• LEARN CONTINUOUSLY - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• ADAPT WITH AGILITY - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• ACT WITH DETERMINATION - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• ENGAGE AND PARTNER - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• ENABLE DIVERSITY AND INCLUSION - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
  
  
  

Cross-Functional Competencies

• BUSINESS MANAGEMENT
• PROJECT MANAGEMENT: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
  

Technical Competencies

• ADMINISTRATION & OPERATIONS
• DOCUMENTS AND RECORDS MANAGEMENT: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• FINANCE
• BUDGET MANAGEMENT: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• ACCOUNTING (GENERAL): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
• CONTRIBUTIONS MANAGEMENT: Ability to receive, record, report and manage contributions received.
  

Education

Required Skills and Experience

• Advanced university degree (Master’s degree or equivalent) in Project Management, Finance, Public Administration, Law, or related fields is required or
• A first-level university degree (Bachelor´s degree) in the areas mentioned above in combination with an additional 2 years of qualifying experience, will be given due consideration in lieu of Master´s degree.
  
  
  

Experience

• Up to 2 years (with Master´s degree) or minimum 2 years (with Bachelor´s degree) of experience in Finance, Administration, Payment Processes and project management.
  
  
  

Additional Required Criteria

• Competence in using office software packages.
  
  
  

Desired Skills/Experience

• Previous experience with UNDP would be an advantage.
• Experience working with the UN system or international organizations, desirable.
• Experience in project monitoring and reporting, is desirable.
• Experience in working with governments, donor, non-governmental organizations and development organizations, is desirable.
• Experience in handling web-based management systems, is desirable.
  
  
  

Languages

• Fluency in Spanish and English is required.
  
  
  

Disclaimer

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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