Jobs - 51488- Administrative Services Officer

Administrative Services Officer - (Open to Senegalese Nationals Only)

Location :

Dakar, SENEGAL

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

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

Post Level :

SB-4

Duration of Initial Contract :

12 months

Languages Required :

English French

Expected Duration of Assignment :

12 months renewable, subject to satisfactory performance and availability of funding

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

This post is located in the Regional Office for West and Central Africa (ROSEN) of the United Nations Office on Drugs and Crime (UNODC). Under the overall guidance of the UNODC Regional Representative and the direct supervision of the Law Enforcement Expert (Head Organized Crime, Illicit Trafficking and Terrorism Section) in coordination with the Sahel Programme Coordinator, the Administrative Services Officer will be responsible for both substantive and administrative tasks related to project implementation of the various components of the Sahel Programme.

Duties and Responsibilities

Under the direct supervision of the Law Enforcement Expert (Head Organized Crime, Illicit Trafficking and Terrorism Section) and in coordination with the Sahel Programme Coordinator and other substantive coordinators, the Junior Programme Officer will support the substantive and administrative implementation of the UNODC Sahel Programme, taking responsibility for the following duties:

Coordinate with national project officers hired under the project to ensure timely and coordinated execution of tasks;
Support the project coordinators in drafting progress reports, mission reports, evaluation reports etc.;
Draft responses to correspondence and other communications;
produce a wide variety of large, complex documents and reports;
Assists in the preparation of presentation materials using appropriate software;
Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format; Maintains calendar/schedules;
monitors changes and communicates relevant information to the project coordinator and appropriate staff inside and outside the immediate work unit;
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;
Performs data entry and extraction functions as necessary;
Performs general administrative tasks, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
Performs other duties as assigned.

The work implies frequent interaction with UN Staff in related organizational units across the organization, national stakeholders, partners and experts.

Results Expected

Effectively delivers of a wide range of administrative and office support functions with limited supervision;
Regularly assists in drafting routine correspondence and other communications;
Accurately and in a timely manner, produces a range of documents, reports and other outputs;
Appropriately applies relevant policies, guidelines, procedures and processes;
Establishes effective working relationships with internal and external contacts at all levels.

Competencies

Corporate competencies:

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

Professionalism:

Knowledge of general office and administrative support including administrative policies, processes and procedures;
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
Is motivated by professional rather than personal concerns;
shows persistence when faced with difficult problems or challenges;
Remains calm in stressful situations. Teamwork:
Works collaboratively with colleagues to achieve organizational goals;
Solicits input by genuinely valuing others’ ideas and expertise;
Is willing to learn from others; places team agenda before personal agenda;
Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies;
Identifies priority activities and assignments; adjusts priorities as required;
Allocates appropriate amount of time and resources for completing work;
Foresees risks and allows for contingencies when planning;
Monitors and adjusts plans and actions as necessary;
Uses time efficiently;
Readiness to travel within the region.

Required Skills and Experience

Education:

University degree in the fields of administration, finance or relevant areas.

Experience:

At least two (2) years of relevant work experience;
Experience in general office support, project management or related area is desirable;
Practical experience in UN administration and financial management is a strong asset;
Experience in administration, budget, finance, human resources management or related field is highly desirable;
Work experience in a United Nations field office, particularly in West Africa, will be considered an asset;
Experience in working with UNODC project management tools is a strong advantage;
Knowledge of audit, finance and budget development;
Good knowledge of Microsoft Office packages (Word, Excel and PowerPoint) and experience in handling of web based management systems.

Languages:

Excellent written and verbal communication skills in French and English are required.