UNDP Jobs - 37418- Administrative Assistant (For Ghanaian Nationals

Administrative Assistant (For Ghanaian Nationals Only)

Location :

Accra, GHANA

Type of Contract :

Service Contract

Starting Date :

01-Jul-2013

Application Deadline :

21-May-13 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

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. 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.

Background

UNDP Ghana is providing assistance to the Ghana Cocoa Board (COCOBOD) to implement two projects titled “Environmental Sustainability and Policy for Cocoa Production in Ghana” and “Support for Development and Operation of COCOBOD’s Ghana Cocoa Platform“. The first proposed project will support innovative environmental approaches by building institutional knowledge and incentivizing farmers to adopt sustainable, environmentally friendly production practices throughout cocoa growing communities. The latter project aims to enhance public-private dialogue for sustainable cocoa production through the establishment and operation of the Ghana cocoa platform.

Duties and Responsibilities

Under the direct supervision of Project Coordinator, the incumbent will be responsible for, but not limited to, the following duties:
Assist in the day-to-day operations of the Project Coordination Unit
Maintain the project budget and expenditure, including formulation, revisions, and record keeping, monthly status reports, and reporting and liaising with the UNDP Ghana Sustainable Development Cluster on budget matters
With the authorization of the Project Coordinator, manage requests for the provision of financial resources using advance of funds, direct payments, or reimbursement
Monitor financial resources and accounting to ensure accuracy and reliability of financial reports
Responsible for preparing and submitting financial reports to UNDP on a quarterly basis
Support preparation of background information for project implementation, work plans and budget
Prepare travel and logistical arrangements for project personnel and consultants, arrange itineraries, security clearances, and accommodation
Support the purchase of goods and services: including assisting in the recruitment process of consultants and institutions, and following up on issuance of contracts and payments
Support in the organization of meetings, seminars and workshops by making timely booking the venue, assisting in preparing and sending invitations, assisting in preparing agenda and/or background documentation
Liaise on the conduct of project audit and ensure access by auditors to project documentation, personnel, and institutions involved in the project
Maintain workspace and record management system of project activities
Undertake other duties per the requirements of the project

Competencies

Development and Operational Effectiveness:

Excellent management skills to perform administrative support functions and good understanding of project management cycle;
Ability to formulate and manage budgets, manage transactions, conduct financial analysis and reporting.

Management and Leadership:

An ability to liaise effectively within an organization and develop partnerships with national stakeholders;
Must be able to work with multiple people of different background and be a good team member;
Strong interpersonal and communication skills, commitment to team work and to working across disciplines;
Consistently approaches work with energy and a positive, constructive attitude; -
Demonstrates good oral and written communication skills in substantive and technical areas;
Demonstrates openness to change and ability to manage complexities;
An ability to work effectively, take initiative and deliver results, even under pressure.

Knowledge Management and Learning:

Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills.

Required Skills and Experience

Education:

Secondary Education with specialized training in financial management.
University Degree in Business or Public Administration would be desirable.

Experience:

At least 5 years of proven professional experience in financial resources management, budget management or administrative support functions.
Demonstrated track record of project and financial management.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.
Experience in the implementation and monitoring of UNDP project is an asset.
Excellent analytical and organizational skills.

Language Requirements:

Fluency in both oral and written English

FC:3000