Organization: UNDP – United Nations Development Programme
Location: Addis Ababa
Grade: Administrative support – NPSA-6, National Personnel Services Agreement
Occupational Groups:
Administrative support
Project and Programme Management
Closing Date: 2024-11-23
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.
1. Project Description
The Disarmament, Demobilization, and Reintegration (DDR) program for Ethiopia was initiated as a crucial step towards implementing the peace agreement signed between the Government of Ethiopia and the Tigray People’s Liberation Front (TPLF) on 2nd November 2022 in South Africa. This agreement ended the long-standing conflict that had arisen between the TPLF and the central government in Ethiopia, resulting in widespread violence and displacement.
The objective of the DDR program is to facilitate the disarmament of former combatants from Tigray, Amhara and Afar, their demobilization and eventual reintegration into civilian life. The program is geared towards restoring peace, promoting reconciliation and creating a conducive environment for sustainable development. Eventual areas of coverage will go beyond Northern Ethiopia and cover other regions of Ethiopia.
The Government of Ethiopia has mandated and created the “National Rehabilitation Commission (NRC)” which is responsible for design, planning, implementation, and monitoring of the DDR programme in the country. The overall DDR beneficiaries identified are 371,971. The Government has planned implementation of the programme. In Phase 1, a total of 75,000 combatants will be demobilized in 2024 and the balance will be demobilized in 2025.
UNDP is supporting the NRC in close coordination with various national and international partners, including the United Nations, non-governmental organizations, and other actors. It is expected that the DDR program will provide an opportunity for the combatants in North Ethiopia to turn their focus towards peaceful and productive activities, thereby contributing to the overall stability and development of the North Ethiopia region.
The DDR program has close linkages with the National Dialogue, Transitional Justice, and Peace Support programme. The DDR programme is anchored in the Governance Unit.
2. Scope of Work, Expected Roles, and Responsibilities of the Incumbent
2.1 Support the implementation of project activities based on approved AWP in coordination with the National Rehabilitation Commission (NRC) focusing on achievement of the following results:
Support data collection, analysis, and presentation of background information for preparation for effective application of RBM tools and establishment of management targets
Support formulation of draft project documents, annual work plans (AWP), budgets proposals and implementation arrangements.
Based on approved Annual Work Plan (AWP), support the overall implementation of project activities in the region
Support with project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to project staff on business processes, administrative and other requirements and procedures.
Support mainstreaming gender equality in the project implementation, including in data collection and compilation.
2.2. Coordinate and facilitate capacity building trainings and consultative workshops focusing on the achievement of the following results:
In consultation with NRC, support the identification of capacity building needs and liaise with the CO to identify competent consulting institutions/ICs potentially capable to provide trainings
Support designing of workshops that consider and addresses multiple interests, agendas. set out clear objectives and engaging activities; select appropriate tools, materials, resources that are needed to implement activities.
Based on approved AWPs, support facilitation of National Regional level consultative DDR workshops
Support procurement of services and materials necessary for the trainings and consultative workshops
Closely work with procurement and finance teams to properly file relevant procurement and financial documents; timely settle outstanding advance and other payments
2.3. Support partnerships and coordination mechanisms with government and non-government partner focusing on achievement of the following results:
Support the engagement of wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understanding between the organization and wide range of stakeholders
Support engagements with emerging partners, develop, and manage a strategy and develop approaches to developing and managing these new strategic partnerships
Support use available knowledge and ability to forge multi-stakeholder partnerships, and remove any obstacles to resource mobilization and multi-stakeholder funding platforms
Conduct stakeholders’ mapping using 5Ws (Who is doing What, Where, When and with/For whom)
2.4. Ensure reporting and communication support focusing on achievement of the following results:
Support the organization of weekly briefing sessions with Senior DDR Advisor
Support provision of updates to the SMT during monthly Programme/Operations Meetings
Support collection and compilation of progress updates from the field and from implementing partners, share monthly/quarterly/semi-annual and annual reports with Senior Advisor DDR.
Collect, analyse and present information for monitoring and evaluation of project implementation against project targets as well as for audit purposes. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
Regularly monitor expenditures and commitments against the project budget and relevant plans and provide finance-related information to support project implementation. When necessary, recommend corrective actions and draft various correspondence concerning finance, operations, and budgetary issues.
2.5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Support the organization capacity building trainings for the project/operations staff on project/programme design, implementation, and monitoring/evaluation
Support synthetization of lessons learnt and best practices in project implementation for internal sharing
Support provision of sound contributions to knowledge networks and communities of practice
2.6. Support operations related tasks including staff, premises and asset management focusing on achievement of the following results:
Support staff welling, and staff safety and security related compliance mechanisms are in place
Support supervision of overall office and premise/compound management
Supervise staff under direct supervision, support staff to perform respective roles and responsibilities,
Support and capacitate staff to develop key performance objectives and evaluate achievements
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
3. Institutional Arrangement
Under the direct supervision of the Programme Officer or his/her designate, the Project Associate ensures effective delivery of the DDR project contributing to the overall implementation of project activities designed under the programme.
4. Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: 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 & Technical competencies
Business Management- Project Management – Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management- Resource Management – Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Business Management- Working with Evidence and Data – Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Business Management- Communication – Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication: to tailor messages and choose communication methods depending on the audience & Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
Business Management- Operations Management – Ability to effectively plan, organize, and oversee the organizations business processes in order to convert its assets into the best results in the most efficient manner.
Business Management- Digital Awareness and Literacy – Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
Administration & Operations- Documents and Records management – Overall document (hard or electronic) management registry and retention policy including storing and archiving.
5. Required Skills and Experience
Min. Education requirements
Secondary school education is required or University degree in Business Administration, Public Administration, international relations, law, development studies, social sciences, project management or related fields will be given due consideration in lieu of the advanced university degree.
Min. years of relevant work experience
A minimum of 6 years (with a high school diploma) or 3 years (with a bachelor’s degree) of progressively responsible administrative or project experience is required
Required skills
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages. experience in handling web-based management systems is required.
Desired skills in addition to the competencies covered in the competencies section
Experience in Programme/ Project Planning, implementation, monitoring and evaluation.
At least 2 years of experience working with UNDP and UN system policies and programming
Experience and knowledge of spreadsheet and database packages and handling web-based management systems (e.g. Quantum)
Experience in the preparation of financial reports and overviews.
Experience and knowledge of monitoring and evaluation tools
Experience and knowledge of project management processes
Experience and knowledge of procurement procedures of national/international organizations
Required Language(s)
Fluency in English and Amharic is required.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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