UNDP Jobs - 50200- Administrative Associate

Administrative Associate - Strengthening Public Sector Human Resources Management (Open to Yemeni Nationals Only)

Location :

Sana'a, YEMEN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

20-Nov-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year

Languages Required :

Arabic 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

Candidates who previously applied need not re-apply.

Within the overall framework of the Gulf Cooperation Council Agreement Implementation Mechanism, the Transitional Program for Stabilization and Development 2012-2014 (TPSD), and the Mutual Accountability Framework (MAF), Pillar III - Good Governance, Rule of Law, and Human Rights - the Government of Yemen (GoY) committed itself to implement the "Program to remove ghost workers and double dippers in the civil service, military, and security."

The GoY sought the technical expertise of UNDP to conduct an assessment of the existing capacity of the Ministry of Civil Service to complete the biometric registration of all public employees and devise an action plan to remove ghost workers and double dippers. Endorsed by GoY on 18/9/2013 and presented at the Friends of Yemen meeting held on 25/9/2013, the plan provides a detailed roadmap to accelerate the implementation of the foreseen program. Without immediate funding allocated to the implementation of this roadmap, UNDP teamed up with the Executive Bureau to design this project document on the basis of the approved roadmap.

The Project Purpose/Specific Objectives are:

The Ministry of Civil Service has built a sustainable and secure web based public sector human resources central database, collating all public sector staff data, providing a consolidated accurate balance of all public sector entities human resources databases;
Double dippers and ghost workers are eliminated from the Yemeni public sector, and are unlikely to re-appear due to consistent implementation of human resources staffing policies that are in accordance with the law, backed with accordingly designed public sector HR procedures and guidelines;
The consolidated organization structure of the public sector in Yemen, central, federal, regional, and local, is progressively organized by an public sector HR management environment that is professional, effectively organized, trained, and answering to MoCS, legally backed policy, templates, guidelines and procedures.

Within this support effort, UNDP Yemen looks to hire a national Administrative Associate to support the Government of Yemen to strengthen the public sector human resources management system and support the elimination of double dippers and ghost workers from the Yemeni public sector.

The Administrative Associate will work under the direct supervision of the Chief Technical Advisor.

Duties and Responsibilities

Assisting the preparation of annual and quarterly work plans by the CTA according to UNDP policies and procedures for directly managed projects;
Assisting the CTA in preparing all requisite documents well before the Project Board and Project Team meetings take place, and preparing and circulating the meeting minutes documenting all the decisions taken, to the project partners;
Supporting edition, publication and distribution of documents produced by the Project Team;
Receiving, screening, logging and routing all correspondences, and maintaining proper archiving system of all project documents for the CTA office; preparing informal translations of incoming and outgoing correspondences and follow up;
Drafting high quality non-substantive correspondence for the CTA, and ensuring follow-up;
Providing administrative support, including arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Maintaining an updated financial record in UNDP’s ATLAS management system and ensuring that the CTA and other members of the Project Team are briefed about the financial status of the project regularly;
Preparing periodical financial reports for the submission to the Project Board and donor through the CTA and UNDP Country Office;
Receiving the advance payments and/or petty cash from UNDP Country Office and processing the payment for the purchase of goods and services including through UNDP direct payment, whilst maintaining appropriate financial accounting records according to the UNDP financial procedures for directly managed projects;
Updating and maintaining comprehensive inventories of the project resources, e.g. vehicles, office equipment, furniture, and stationeries purchased under the project;
Maintaining individual personnel files and monthly attendance records of the Project Team members, and completing other necessary tasks to ensure proper personnel management according to UNDP polices and procedures on human resource management;
Undertaking other tasks as assigned by the CTA.

Competencies

Corporate Competencies:

Demonstrate commitment to UNDP’s mission, vision and values;
Ensure fairness, transparency and accountability in all aspects of work;
Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Excellent speaking and writing skills in both English and Arabic; good translation/interpretation skills;
Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc);
Good financial and project administration skills;
Excellent inter-personal and communication skills;
Plans, prioritizes, and delivers tasks on time;
An excellent team worker;
Self-motivated and demonstrates a capacity to pursue personal development & learning;
Focuses on results 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:

Bachelor's Degree in Business or Public Administration or other related field.

Experience:

At least 5 years of relevant working experience, including with international agencies.

Language:

Fluency in Arabic and English both spoken and written.