Administrative Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :08-Feb-13 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
01-Mar-2013
Duration of Initial Contract :1 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.

Background

General Context:

Encompassing 46 countries, the Regional Bureau for Africa (RBA) is UNDP’s largest Regional Bureau, with almost one third of the countries in crisis or post-crisis situations. To help Africa overcome its development challenges, UNDP is focusing its resources to support development efforts of countries in the region through:

  • Innovative region-wide strategic thinking, advocacy and partnerships;
  • Translation of corporate and regional strategies and goals into successful development results on the ground;
  • More strategic and substantive partnerships with UN agencies, African multilateral institutions, international financial institutions, private sector, and civil society; and
  • Further enhancement of in-house substantive and managerial effectiveness and accountability.
The overall purpose of this post is to ensure that the Regional Director’s office, receive the immediate administrative support they need in order to perform their functions.


Duties and Responsibilities

Function 1: Support to the management of the Directorate

  • Acts as back-up to, and replaces the Executive Associate in his/her absence as Head of the Director’s Secretariat.
  • Prepares correspondence, formats and prints reports for the Regional Director and other staff in the Office of the Director as required;
  • Arranges travel for the Regional Director or other staff in the Unit, liaising as necessary with relevant HQ units for this purpose;
  • Seeks out ‘best practices’ with regard to administrative, procedures, rules, regulations and systems, and makes relevant proposals for their application in the proper functioning of the Directorate
  • Maintains a system for recording and managing files and documents for the Directorate and monitors and tracks communications and correspondence to and from the Directorate
  • Prepares power point and other presentations for the Directorate as necessary

Function 2: Ensures quality communications support to the Secretariat of the Regional Director

Ensures quality communications support to the Secretariat of the Regional Director, focusing on strengthening efficiency and responsiveness to internal and external clients:

  • Coordination of information flow within the Directorate and follow-up on circulation of files;
  • Streamline office procedures, and communication between the Directorate and other RBA Headquarters units;
  • Monitors and screens all communications and correspondence arriving or leaving the Directorate to other Units and to external clients;
  • Ensures that all information inquiries received by the Directorate Secretariat are responded to in a timely and satisfactory manner or rerouted to other units under the guidance of the Regional Director.
  • Manages the RBA Registry; ensures that correspondence sent to the Bureau are disseminated on time and directed to the addressees;
    Expected results:

    The Directorate effectively functions as the front office of the Regional Bureau for Africa to the satisfaction of the Regional Director and communication to and from the Directorate are managed in a timely manner.

    Impact of Results:
     
    The key results of this job have a critical impact on the smooth functioning and overall effectiveness and efficiency of the the Directorate, which is the central hub of the Bureau and whose degree of organization and efficiency determines to a large extent the quality of the overall management of the Bureau. As the structure providing immediate support to the Directorate, the incumbent is co- responsible and co- accountable for the smooth functioning of that Unit.


Competencies

Corporate Competencies:

  • Demonstrated commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. The candidate selected will be required to take UNDP’s mandatory training on UN Programme on the Prevention of Harassment, Sexual Harassment and Abuse of Authority within two months of their assuming their functions in this position.

Functional Competencies:

Knowledge Management and Learning

  • Shares knowledge and experience in the field of expertise
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure


Required Skills and Experience

Education:

  • Secondary Education preferably with specialized certification in Management, Accounting or Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

  • 6 years of relevant administrative or programme experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

  • Proficiency in English and working knowledge of French.


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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.


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