MANAGEMENT ASSOCIATE (RE-ADVERTISED)
||New York, UNITED STATES OF AMERICA
|Application Deadline :||21-Oct-12|
|Type of Contract :||FTA Local|
|Post Level :||GS-6|
|Languages Required :||
|Duration of Initial Contract :||One Year|
|Expected Duration of Assignment :||One Year (Renewable)|
All posts in the GS categories are subject to local recruitment.
Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.
Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).
Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.
Applicants who applied previously need not apply.
The Bureau of External Relations and Advocacy (BERA) leads and supports the UNDP in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP.
To carry out its responsibilities BERA has a Directorate (DIR) and four clusters as follows: Communications (CC); Innovation and Development Alliances (IDAC), Resource Partnerships Cluster (RPC) and Multilateral Affairs and UN Coherence Cluster (MAUCC). The MDG-F Secretariat is also housed in BERA. In addition, BERA has Representation Offices in 5 major donor capitals and in collaboration with Regional Bureaus, manages 2 UNDP Centres in Istanbul and Seoul.
Placed in the Directorate and under the overall supervision of the Senior Advisor & Chief of Staff of the Strategic Planning and Agreements Unit, the Management Associate also supports the Strategic Planning and Management Advisor and the Agreements Specialist to provide the overall administration and execution of varied and inter-related operational and logistical activities in relation to the legal aspects of financing/cost sharing agreements, corporate MOUs, and Bureau initiatives which support the planning and monitoring of Bureau results as part of the organization’s agenda for change.
The Management Associate is expected to promote a client, quality and results-oriented approach and works in close collaboration and communication with all staff in BERA to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of key functions:
- Support to Implementation of BERA’s planning strategies, reporting and monitoring of BERA’s workplan and business processes;
- Effective and efficient administrative support services and financial control;
- Provide management support in the administration of UNDP/BERA Co-Financing Agreements & processes;
- Support to information sharing and knowledge management.
1. Support to Implementation of BERA’s planning strategies, reporting and monitoring of BERA’s workplan and business processes:
- Ensure administrative activities are in full compliance with UN/UNDP rules, regulations, policies and strategies;
- Receive and review all incoming Business plans and work plans from Representation Offices and Clusters and assist in the monitoring and implementation of these plans against BERA’s Annual Work Plan;
- Prepare draft status reports on the Annual Work Plan Implementation;
- Assist in the monitoring of BERA’s Performance Results against results-oriented workplans;
- Review, track and log the Directorate’s support staff results-oriented workplans;
- Timely preparation of meeting and consultations with various teams and clusters; and
- Provide support to the Bureau’s business processes, mapping and preparation of charts, etc. for presentations.
2. Effective and efficient administrative support services and financial control:
- Assist in the draft proposals and implementation of cost savings and reduction strategies in consultations with the Management Support Unit (MSU);
- Research information for planning of financial resources for administrative services;
- Implement control mechanisms for administrative services, maintenance of administrative control records such as commitments and expenditures for the unit; and
- Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; create vendor set-up information in Atlas.
3. Provide management support in the administration of UNDP/BERA Co-Financing Agreements & Partnership processes:
- Review incoming documentation regarding co-financing agreements/revised agreements to ensure compliance with policy or advice given by supervisor;
- Assist in the editing and modification of all agreements, including proof-reading and drafting of MOUs;
- Assist in the drafting of negotiations and have direct dialogue with the partners on various standard agreements;
- Effective negotiations, clearances, monitoring and archiving of standard cost sharing agreements;
- Follow-up with partners as necessary after negotiations.
4. Support to information sharing and knowledge management:
- Proper filing and archiving of documents; Support the Partnership Review Group in editing, clearances and archiving of Corporate MOU;
- Ensure Information Sharing of BERA’s Strategic Planning, Business Processes and other pertinent information within BERA and UNDP;
- Encourage knowledge sharing and contribute to knowledge networks and communities of practice; and
- Organize presentations or workshops to share information on BERA development plans.
Impact of Results:
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthen the capacity of the office and promote the image of BERA and UNDP as an effective partner of choice. Incumbent’s own initiative is decisive in results of work and timely finalization.
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Advocates and promotes the vision, mission, and strategic goals of the UN;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability and shows willingness to work without bias with all persons regardless of gender, nationality, religion or culture;
- Demonstrates corporate knowledge and sound judgment;
- Contributes effectively to team-based activities, working collaboratively and sharing information openly; works effectively with colleagues inside the UN as well as its partners and other stakeholders to pursue common goals;
- Facilitates and encourages open communication in the team, communicating effectively;
- Remains calm, composed and patient when facing conflict, manages conflict productively, focusing on mutually acceptable solutions;
- Takes initiative and seeks opportunities to initiate action;
- Actively produces and disseminates new knowledge; creates/contributes to mechanisms to collect and share knowledge;
- Actively seeks learning opportunities; demonstrates commitment to ongoing professional development.
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Planning and Agreements Unit, including data/schedule management, maintenance of protocol and information flow;
- Ability to maintain confidentiality and discretion;
- Ability to provide input to business process re-engineering, elaboration and implementation of results-based management systems;
- Good Experience in creating, editing and presenting information in clear and presentable formats, using appropriate IT functionality and ability to maintain databases on donor information;
- Excellent organizational and analytical skills; Ability to multitask and work under pressure;
- Demonstrates thorough knowledge and expertise of the subject matter and the policies and procedures relating to the position and apply them consistently in work tasks;
- Researches best practices and proposes innovative ideas and new solutions to work;
- Identifies and communicates opportunities to promote learning and knowledge-sharing;
- Develops awareness of various internal/external learning knowledge-sharing resources;
- Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives;
- Collects information to ensure increased understanding of HR policies and practices;
- Establishes and uses network of contacts in the organization of HR information-sharing;
- Makes recommendations with regard to business-process re-engineering, approaches and procedures;
- Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs.
Required Skills and Experience
- Secondary education;
- University Degree in Business or Public Administration/Pre-Law desirable, but it is not a requirement.
- Minimum 6 years of relevant experience in administration or programme support service;
- Para-legal experience or experience in drafting agreements an asset;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and handling of web-based management systems.
- Fluency in written and spoken English required.
Click here for important information for US Permanent Residents ('Green Card' holders).
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.