||New York, UNITED STATES OF AMERICA
|Application Deadline :||30-Nov-12|
|Type of Contract :||FTA Local|
|Post Level :||GS-6|
|Languages Required :||
|Duration of Initial Contract :||one year|
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.
The goal of the Resource Management Division (RMD) is to support the effective steering and management of the Bureau for Crisis Prevention and Recovery (BCPR) through strategic and timely information and advice on allocation and management of the resources available to BCPR. The RMD is responsible for ensuring adherence to all relevant administrative and operational policies and procedures, such as those related to security, finance, human resources, procurement, travel, information technology, etc.
The Division is coordinated by a Chief, who is also a member of the BCPR Senior Management Team (SMT), and reports to the Bureau Director. The RMD is one of three Divisions that constitute the Bureau for Crisis Prevention and Recovery. The other two are the Policy and Planning Division (PPD) and the Advisory and Programme Support Division (APSD). RMD works closely with the other Divisions to ensure effective collaboration and speedy quality services to all BCPR clients. In addition, it performs secondary supervisory functions for the operations / administrative staff based in Geneva.
Under the guidance and direct supervision of the Chief, RMD, the Administrative Associate ensures effective and efficient secretarial and administrative assistance to the RMD Chief, as well as operational assistance to all RMD staff, as required, to ensure a smooth operational functioning of the Division. Functions require full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.
Duties and Responsibilities
Summary of Key Functions:
Provides administrative support to the RMD Chief by assisting on day-to-day operations issues
- Provides administrative support to the RMD Chief by assisting on day-to-day operations issues
- Manages the Chief’s calendar with significant autonomy, exercising sound judgment for prioritization, ensuring confidentiality
- Manages information flow and knowledge transfer mechanisms, and ensures synchronization of communications within the RMD
- Makes all necessary arrangements related to the Chief’s official travel
- Assists the smooth running of RMD operations by performing administrative support and logistical functions
Provides administrative support to the Resource Management Division by assisting on day-to-day operations issues, focusing on achievement of the following results:
- Assistance in managing day-to-day operations issues
- Participation in team meetings, when required, and drafting of meeting minutes, and ensuring that actions agreed upon are taken by the concerned staff
- Management of e-mail and correspondence flow, ensuring prioritization, confidentiality and effective follow-up; emails requiring action brought to the Chief’s attention on a continuous basis, highlighting deadlines
Manages the Chief’s calendar with significant autonomy, exercising sound judgment for prioritization, ensuring confidentiality, focusing on achievement of the following results:
- Management of the Chief’s calendar with significant delegation of autonomy, including scheduling of meetings and activities of the Chief
- Monitoring of invitations and meetings
- Drafting replies to invitations and meetings based on availability
- Reorganizing calendar as necessary using judgment in determining priorities
- Provision of support in obtaining background documents and data and preparation of well-organized briefing materials for appointments, meetings, and missions for the Chief
Manages information flow and knowledge transfer mechanisms, and ensures synchronization of communications within the RMD, focusing on achievement of the following results:
- RMD document management on SharePoint
- Facilitation of information sharing between all staff within the team
- Ensuring that necessary arrangements are made for teleconferences with RMD staff
- Ensuring that directives from senior management are disseminated among RMD staff at Headquarters and in the field
- Coordination of Inductions sessions for new BCPR staff
- Produce regular management reports from BCPR’s systems
Makes all necessary arrangements related to the Chief’s official travel, focusing on achievement of the following results:
- Arrangements of all aspects of official travel (including approval of travel requests in ATLAS and coordination with AMEX), DSA, necessary visas, medical clearance
- Communications with relevant offices regarding travel of Chief and arrangements for accommodations, appointments, meetings, etc.
- Coordination with other BCPR staff regarding the preparation of briefing notes and other documentation for the Chief
- Processing of travel claims
Assists in the smooth running of RMD operations by performing administrative support and logistical functions, focusing on achievement of the following results:
- General oversight of RMD’s budget
- Maintenance of the leave and absence monitoring system for RMD staff using ATLAS Absence Module
- Preparation of travel requests and travel advance for RMD staff, obtaining of visas, preparation of travel claims and follow-up with staff accordingly
- Maintaining office supplies for the Bureau
- Support to the BCPR Contracts, Assets and Procurement Committee (CAP) as required
- BUYER role in ATLAS for preparation of travel, requisitions, and POs for administrative expenses
- Administrative support to organizing workshops, retreats, and conferences for the RMD-led events
- Assistance and backstopping for other colleagues in the RMD, as needed
Impact of Results
The key result has an impact on the efficiency of the team. Effective scheduling, timely processing of travel and logistical arrangements, and proactive follow-up strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
BUILDING STRATEGIC PARTNERSHIPS
- Analyzes general information and selects materials in support of partnership building initiatives
PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Develops awareness of the various internal/external learning and knowledge-sharing resources
JOB KNOWLEDGE/ TECHNICAL EXPERTISE:
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Identifies new and better approaches to work processes and incorporates same in own work
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
DESIGN AND IMPLEMENTATION OF MANAGEMENT SYSTEMS
- Uses information/databases/other management systems
- Makes recommendations related to work procedures and implementation of management systems
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT
- Prepares timely inputs to reports
- Maintains databases
- Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity
- Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands when issues or problems can and should be resolved at own organizational level, when the assistance/input of other organizational units is required and when issues should be raised to a higher level
- Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking
- Takes appropriate risk in developing new or adapting existing methods and approaches to more effectively perform tasks or to solve problems in new and unique ways
- Working in Teams: Acting as a team player and facilitating team work
- Accepts team role, contributes to the work of the team actively and constructively
- Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
- Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
- Self-Management & Emotional Intelligence: Creating synergies through self-control Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively
- Conflict Management/Negotiating & Resolving Disagreements: Managing conflict
- Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
- Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others
- Demonstrates commitment to ongoing professional development and keeps abreast of new developments in his/her professional field
- Appropriate and Transparent Decision-making: Informed and transparent decision making
- Accepts responsibility and accountability for the quality of the outcome of his/her decisions
Required Skills and Experience
- Secondary education. Certification in administration desirable.
- At least 6 years of relevant experience in administration or programme support service
- Experience in the use of computers and office software packages (MS Word, Excel, etc.)
- Experience in handling of web-based management systems
- Fluency in English, both oral and written, is required; working knowledge of other UN official language (preferably French) is an asset
Successful participation in the UN Clerical or ASAT examination
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.