Programme Support Specialist/SGP [Open to Tier 1 applicants]

Position Purpose

Under the direct supervision of the SGP Global Manager, the Programme Support Specialist – SGP serves as the principal operations technical expert and coordination focal point on operational matters for the GEF Small Grants Programme (SGP).

The position ensures that all operational support dimensions of SGP, including finance, procurement, HR, logistics, contracting, audit readiness and administrative workflows, are fully aligned with UNDP policies and responsive to the needs of the CPMT and participating UNDP Country Offices (COs).

The Programme Support Specialist is responsible for maintaining the coherence, efficiency and accountability of SGP’s global delivery architecture during the GEF operational phases and transition under Direct Implementation Modality (DIM).

The incumbent provides informed analysis and guidance on operational planning and risk management, ensures consistent application of operational standards across SGP country programmes, and drives continuous improvement of operational systems.

Duties and Responsibilities

1. Provision of effective SGP global programme operational support and financial management, including operational leadership, advisory support and risk management

• Advises the SGP Global Manager on operational planning, internal controls and risk management.
• Manages the development, review and continuous improvement of operational strategies, SOPs and workflows.
• Ensures full compliance of financial activities, recording/reporting systems and audit follow‑up with UNDP regulations across the global programme.
• Provides timely operational intelligence, anticipates challenges, proposes mitigation measures and supports decision‑making based on operational data and risk analysis.
• Provides strategic operational oversight, ensuring compliance with UNDP Financial Rules and Regulations (FRR) and the Internal Control Framework (ICF).
• Monitors global programme financial performance, including delivery targets, core and non‑core resource allocations and co‑financing data.
• Oversees preparation and revision of the global programme budget and manages budget setups, reversals and revisions in close coordination with the SGP Global Manager.
• Coordinates the operational closure of projects and global programme phases, reconciling all financial and asset records.

2. Provision of sound operational advice and support to the SGP CPMT as well as to the Country Office projects under the UNDP country office structures.

• Manages financial systems for budgeting, accounting, reporting and disbursement in the SGP management projects aligned with UNDP financial rules.
• Monitors office‑management budget execution, forecasts financial needs and ensures timely and accurate financial reporting.
• Analyzes corporate dashboards, reviews and monitors programme key operational performance data.
• Processes project office and SGP operations related payments and invoices in Quantum ensuring accuracy and completeness of supporting documents.
• Supports sound resource management through budget management, resource allocation planning and expenditure control consistent with UNDP rules.
• Reviews and analyses budget implementation on an ongoing basis.
• Monitors project financial performance and undertakes necessary actions to address inconsistencies and discrepancies.
• Monitors the SGP status in corporate performance dashboards and proposes solutions.
• Supports ongoing reviews of project accounts, ensuring accuracy of financial transactions and sufficient funds for disbursement.
• Prepares and verifies financial authorisations to/from other business units and facilitates proper budget allocations and funds transfer.

Advise and support SGP and its project offices in the effective management of administrative, human resources, travel, procurement, business continuity and other operational functions.

• Oversees and coordinates day‑to‑day administrative operations of the office, including ICT, ensuring smooth functioning in compliance with UNDP policies and procedures.
• Coordinates and provides overall operation support and expertise to HR recruitment processes at global and country level.
• Manages travel processes of SGP staff, including working with Libra and other UNDP Global travel LTA holders, visa support and travel authorisations.
• Provides operational expertise and support the full procurement cycle for goods and services for office needs, including preparation of procurement plans, solicitation processes and supplier management.
• Ensures proper filing, asset tracking and office inventory management in coordination with relevant units.
• Contributes to implementation and maintenance of business continuity plans, including security protocols and emergency preparedness measures.
• Liaises with suppliers, service providers and facilities management teams for effective delivery of office services.
• Assists with operational support for SGP staff, consultants and partners.
• Maintains accurate records and documentation for audit and reporting purposes.

4. Contribute to effective partnership development within and beyond UN/UNDP and facilitate resource mobilisation.

• Advises and supports programme resource mobilisation and partnership efforts including participation in donor/partner negotiations and implementation of cost‑recovery and cost‑saving strategies.
• Prepares and reviews donor contributions agreements and liaises with relevant UNDP teams to obtain necessary clearances and signatures.
• Prepares and reviews other partnership agreements (Mo Us, Development Services Agreements, Responsible Party Agreements, Low Value Grants, etc.) and liaises with relevant UNDP teams to obtain necessary clearances and signatures.
• Monitors partnership performance through dashboards and other systems.
• Supports timely reporting to donors and collaborates with relevant project staff to prepare necessary reports.
• Facilitates timely extensions and modifications of donor and partnership agreements as needed.
• Supports preparation of financial reports to donors consistent with specific agreement requirements.

5. Lead knowledge and capacity building, knowledge sharing.

• Leads extraction and capture of national and international know‑how in relevant thematic areas, documenting project lessons, experiences and best practices for internal and external learning.
• Produces materials with lessons learned and best practices and other knowledge‑based tools.
• Keeps abreast of developments in operations and provides guidance on how to incorporate them into UNDP’s future programming.

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

• Competencies
• Core Competencies

Achieve Results : Level 3 – Set and align challenging, achievable objectives for multiple projects, have lasting impact.

Think Innovatively : Level 3 – Proactively mitigate potential risks, develop new ideas to solve complex problems.

Learn Continuously : Level 3 – Create and act on opportunities to expand horizons, diversify experiences.

Adapt with Agility : Level 3 – Proactively initiate and champion change, manage multiple competing demands.

Act with Determination : Level 3 – Think beyond immediate task or barriers and take action to achieve greater results.

Engage and Partner : Level 3 – Political savvy, navigate complex landscape, champion inter‑agency collaboration.

Enable Diversity and Inclusion : Level 3 – Appreciate benefits of diverse workforce and champion inclusivity.

Cross‑Functional & Technical Competencies

Business Direction and Strategy – Systems Thinking : Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system.

Business Management – Portfolio Management : Ability to prioritize and control the organisation’s programmes and projects in line with its strategic objectives and capacity.

Business Management – Project Management : Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals.

Business Management – Partnerships Management : Build and maintain partnerships with wide networks of stakeholders, governments, civil society and private sector partners.

Finance – Budget Management : Ability to support budgetary aspects of work planning, drawing and management of team budgets.

Procurement – Contract Management : Knowledge of contract management concepts, principles and methods and ability to apply these to strategic and practical situations.

Business Management – Operations Management : Ability to effectively plan, organise and oversee different parts of corporate operations in an integrated way to convert the organisation’s assets into the best results efficiently.

Required Skills and Experience

Education

• Advanced university degree (master’s degree or equivalent) in Finance, Accounting, Business Administration, Engineering, Management or another closely related field is required; OR
• First‑level university degree (bachelor’s degree) in one of the above fields, combined with two (2) additional years of qualifying relevant experience, will be accepted in lieu of an advanced degree.

Experience

• Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of progressively responsible experience in operations, management advisory services or managing complex operational systems at national or international level.
• Extensive hands‑on experience with UNDP corporate ERP systems, including Quantum and proficiency in MS Office (Word, Excel, Power Point).
• Proven ability to interpret, apply and operationalise UNDP Programme and Operations Policies and Procedures (POPP) across diverse contexts.
• Demonstrated experience supporting or managing global programmes or multi‑country operational portfolios, including coordination with multiple UNDP Country Offices and HQ units.
• Strong track record in financial planning, budgeting, expenditure monitoring and operational reporting, ensuring compliance with UNDP financial rules and audit requirements.
• Experience in senior operations management roles, including oversight of finance, procurement, HR, administration and operational service lines.
• Experience and strong background in global virtual team environments, cross‑border operational coordination and remote support to country teams.
• Proven experience engaging and coordinating multi‑agency groups such as Operations Management Teams (OMTs), inter‑agency procurement committees (CAP, ACP/RACP) and other operational working groups.
• Experience in premises management and management of common services, including development and implementation of cost‑sharing agreements across UN agencies.
• Previous experience working with international and local NGOs, including exposure to humanitarian settings, early recovery, community development or micro‑grant/micro‑credit schemes.
• Practical experience providing operations and logistics support for large‑scale UNDP or UN events, including COP conferences, resource mobilisation events, senior leadership missions, trainings and workshops.
• Experience with donor agreements, partnership frameworks, vertical fund requirements and compliance processes, including support to audits, spot checks and verification exercises.
• Experience managing operational aspects of on‑granting, civil society support mechanisms, income‑generation projects and serving as operational or audit focal point in complex implementation settings.
• IPSAS certification and/or additional certification in accounting, procurement or finance management from a recognised international institution.
• Proven ability to build staff capacity and foster effective collaboration with diverse stakeholders.
• Languages
• Fluency in English is required.
• Knowledge of other UN languages is an asset.
• Equal Opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and encourages qualified applicants from all backgrounds to apply.

Employment decisions are based on merit and suitability for the role, without discrimination.

Sexual Harassment, Exploitation, and Abuse of Authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination or abuse of authority.

All selected candidates undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed‑term appointments (FTA), including staff transferred or seconded to UNDP under the Inter‑Organization Agreement concerning Transfer, Secondment or Loan of Staff, a probationary period of twelve (12) months is required for appointments lasting more than one year.

Right to Select Multiple Candidates

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

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