UNDP Jobs - 40007- Executive Associate

Executive Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

14-Oct-2013

Application Deadline :

01-Oct-13 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

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

Under the overall guidance and supervision of the Director of the Procurement Support Office (PSO), the Executive Associate supports the overall management of administrative services in PSO. The Executive Associate promotes a client, quality and results-oriented approach.

The Executive Associate works in close collaboration with colleagues in PSO and other UNDP bureaus, as well as with staff from other UN agencies to exchange information and ensure effective service delivery.

Duties and Responsibilities

Summary of key functions:

Implementation of operational strategies;
Efficient administrative support;
Support to supply and assets management;
Support to administrative and financial control; and
Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the Procurement Support Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); and
Preparation of administrative team results-oriented work plans.

Ensures efficient administrative support, focusing on achievement of the following results:

Preparation, finalization and dispatching of correspondence;
Organization and coordination of calendar of meetings/appointments;
Maintenance of electronic registry of correspondence received through the Office of the administrator and the BOM Directorate; ensure follow-up to such correspondence;
Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
Organization of workshops, conferences, retreats;
Support with protocol matters, prepare and process visa requests; process requests for new or renewal of UN Laissez-Passes;
Serves as leave monitor for PSO, monitors monthly attendance of staff; maintains leave records; and
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the Procurement Support Office, timely preparation and submission of periodic inventory reports; and
Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Management of recruitment of personnel on IC contracts: prepares and processes recruitment documentation, including requests for G-4 visas, Laissez Passes, ground passes etc.; prepares costing sheets and contracts; prepares and processes documentation for contract extensions through ATLAS;
As budget focal point, maintains administrative control records such as commitments and expenditures;
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in ATLAS; effect payments through ATLAS;
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
Proper control of supporting documents of funds and activities; and
Provision of the information for the audit.

Supports knowledge building and knowledge sharing, focusing on achievement of the following results:

Training of staff on the administrative procedures;
Briefing/debriefing of staff members on issues relating to area of work; and
Sound contributions to knowledge networks and communities of practice.

Impact of results:

The person will help Procurement Support Office in its daily work making it more efficient and effective.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Highest standards of integrity, discretion and loyalty.

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;

Critical Thinking:

Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.

Development and Operational Effectiveness:

Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets;
Sound knowledge of financial rules and regulations;
Ability to provide input to business processes re-engineering, implementation of new system.

Client and Personal Service:

Focuses on result for the client;
Able to conduct needs assessment of client;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view;
Ability to communicate effectively and work in teams.

Required Skills and Experience

Education:

Secondary education. Certificate in administration. University Degree would be desirable, but is not a requirement. UNDP Procurement Certification programme would be an asset.

Experience:

At least 6 years of progressively responsible experience in administration or programme support service;
Sound experience and knowledge of ATLAS required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language requirements:

Fluency in both spoken and written English required. Knowledge of another UN language desirable.

Please note:

This is a locally recruited position, open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G-4 visa at the time of their application and whose G-4 visa has been acquired on account of their employment in the US 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.