UNV Jobs - 49987- Administrative Associate

Administrative Associate

Advertised on behalf of

UNV

Location :

Bonn, GERMANY

Type of Contract :

TA Local

Starting Date :

01-Oct-2014

Application Deadline :

26-Sep-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

six month

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

After the successful marking of the tenth anniversary of the International Year of Volunteers (IYV+10) at national and global level, as well as the launch of the State of the World’s Volunteerism Report (SWVR), a project was developed to leverage the results of IYV+10 at different levels. Firstly the role of volunteering was emphasized in the sustainable development agenda discussed at Rio+20; subsequently efforts are concentrated in order to integrate the concept of volunteering and community participation into the policy discussions about enabling factors contributing to MDG achievement and the new post-2015 development framework.

Under the direct supervision of the Project Manager, MDG/post-2015 project, the Administrative Associate provides support in the implementation of the project, as well as in the advocacy, field support and knowledge building activities.

Duties and Responsibilities

Effectively support the implementation of the project:

Provide support in the organization of internal, external and international meetings, take minutes, and synthesise findings;
Process payments in Atlas as required, ensuring that supporting documents comply with rules and procedures in place;
Review project expenditures and prepare relevant reports;
Provide assistance in the preparation of budget and in the formulation of budget revisions;
Provide general support to UNV Field Units as well as global and national stakeholders as needed, in aspects related to the project activities;
Manage Post-2015 field support funds, under Project Manager’s oversight;
Draft correspondence as needed.

Contribute to the preparation and implementation of the various work plans within the project:

Support the development of work plans with outputs, targets, activities, baselines and indicators for the project set up in Atlas; as well as regularly update risks and issues logs in order to ensure high project quality management;
Draft terms of reference of consultants as needed;
Ensure data entry for new grants into Atlas in the form of Annual Work Plans (AWPs), and monitor their status;
Provide regular remote field support and guidance provided, including on use of post-2015 field unit support funds, MY World roll-out and post-2015 dialogues;
Monitor, capture and analyze field level activities and results on post-2015 advocacy.

Provide support in the advocacy activities for the project:

Ensure follow-ups on deadlines, commitments made, actions taken, and coordinate submission of the reports to the Project Board;
Develop and maintain databases of various stakeholders;
Provide support in the coordination of parallel project activities such as preparation of information kits, invitations, organization of events, etc.;
Support in the development and consultation process of Ten Year Action Plan for Volunteerism;
Provide inputs to advocacy and communication materials;
Contribute to the organization of annual stakeholder meeting as well as ongoing interaction with stakeholders.

Contribute to the facilitation of knowledge building and project management:

Facilitate ccommunication spaces for Field Units and partners in order to strengthen knowledge building and knowledge sharing at field level;
Produce synthesis of best practices and lessons learnt on project management;
Offer proactive advice and solutions to eliminate communication bottlenecks in the project and streamline procedures within the project;
Create and maintain project records, files and documents for reference and safekeeping;
Maintain overall information on project activities.

Competencies

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done;
Strong project management skills.

Partnerships

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.

Monitoring and Evaluation

Knowledge of methodologies, tools, systems and aply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations.

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Data Analysis

Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess org performance and or global trends.

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.

Knowledge Management

Ability to efficiently handle and share information and knowledge.

Required Skills and Experience

Education:

Secondary Education;
University Degree is desirable, but it is not a requirement.

Experience:

6 years relevant work experience;
Experience in the relevant field in an international or multicultural environment is desirable;
Excellent computer skills;
Knowledge of Atlas is desirable.

.Language Requirements:

Fluency in English language required;
Working knowledge of another UN language highly desirable.