UNDP Jobs - 53839- Administrative Associate

Administrative Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

10-Mar-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English French

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 supervision of the Chairperson of the Staff Council, the Administrative Associate:

Provides support to the Chairperson, General Secretary, Treasurer and others members of the Staff Council in all aspects of the Staff Council roles and responsibilities;
Provides support in council’s finances, participates in some workshops as a task force member, supports secretariat of the council on matters relating to administration, logistics, etc.;
Direct and indirect supervision of a number of interns and consultants;
Provides support to corporate efforts on behalf the staff council (for example the Global Staff Forum).

Duties and Responsibilities

Financial management and exercising sound judgment when recommending spending Staff Council money:

Examines, reviews, processes and records any finance related movements of the council;
Compiles financial data and prepares relevant financial statements;
Replies to inquiries and communicates to respective offices regarding Staff Council accounts;
Reviews financial control systems and procedures to ensure correct reporting of the Staff Council’s finances and makes recommendations for improvements to the Treasurer and Chairperson;

Provides support to the Chairperson, General Secretary, Treasurer and others members of the Staff Council in all aspects of the Staff Council roles and responsibilities:

Researches, analyses, maintains an overview, and advises the Council members on any information needed for operational support and services to the office, statutory bodies, the federation of international Civil Servants’ Associations Agencies and other key partners (Human Resources, Travel Procurement, Communications, Finance, Executive Board, MCC);
Writes and monitors Staff Council’s work plan;
Proposes to Staff Council members and implements ways to increase membership contribution;
Proposes new or revised procedures and practices in the Staff Council, interprets and assesses the impact of changes and makes recommendations for follow-up action. Keeps abreast of changes in administrative rules, regulations and procedures, sometimes providing interpretation;
Drafts correspondence of a complex or sensitive nature; writes special reports, evaluations and justifications as required on general administrative or specialized tasks; maintains confidential files. Drafts letters regarding Staff Council finance related matters;
Briefs new Council members on general administrative matters, provides advice and arranges administrative support as required;
Maintains close contact with relevant UN System widen policy to ensure that staff members are guided on the right; approach/procedure to follow. Liaises with the Executive Board, MCC, UNDP Office of Administration and UN Secretary-General’s office;
Writes agendas and takes minutes at various meetings attended by the Staff Council.

Participating in Staff Council activities (workshops etc) and reporting on the experience to the Council:

Coordinates with the election of Polling Officers, Legal and Audit Committees;
Prepares agenda of weekly Staff Council meetings and other meetings wherein the Staff Council is involved;
Provides schedules of Staff Council meetings;
Attends, as necessary, UNDP and non-UNDP meetings related to staff matters and drafts report;
Drafts Annual Report of the Staff Council for discussion within the Council before distribution to staff at large.

Participates in some workshops as a task force member:

Active participant in workshops relating to pilot programmes, i.e broadbanding, 360 degree feedback, etc;
Active member of the yearly Global Staff Forum’s Task Force.

Impact of Key Results/Key Performance Indicators:

The performance of the person in this post directly impacts the day to day functioning of the staff council, its financial situation, and relation to other institutions;
Internal and external communications with key stakeholders;
Failure in performing this function can lead to bad relations with staff and management as well as other institutions;
Keeping of records and production of meeting minutes;
Meeting minutes are the official record of the Council and need to be accurate for future reference;
Keeping track of Staff Council meetings, preparing agendas, providing reminders, and planning special events. Failing in this function means less Staff Council participation in meetings etc.;
Financial management and exercising sound judgment when recommending spending staff council money;
Bad financial management directly affects the council and its ability to finance participation in various activities;
Participating in Staff Council activities (workshops etc.) and reporting on the experience to the Council. This gives the Council flexibility to take part of more activities.

Competencies

Core Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.

Technical/Functional Competencies:

Managerial:

Ability to plan and supervise the work of consultants and interns and make sure that agreed upon results are attained;
Ability to make independent and prudent recommendation regarding the Staff Council’s financial Management;
Make sure that value for money is maximized when planning travel and purchase;
Attention to details and ability to organize work independently;
Ability to handle multitasking in a dynamic environment and interact with people from many different cultures.

Communication:

Ability to communicate well in both written and spoken words.

Delivery:

Ability to get things done;
Knowledge of UNDP financial regulations and procedures;
Knowledge of the Staff Council Constitution and its application;
Knowledge of staff rules.

Required Skills and Experience

Education:

Completion of secondary education, post-secondary education and training in administration areas would be an asset.

Experience:

Six years of increasing responsibilities in the administration area and at least two years of financial responsibilities;

Language:

Excellent knowledge of English and French (both written and oral)..