UNDP Jobs - 54017- Administrative Assistant

Administrative Assistant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

01-Apr-2015

Application Deadline :

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

Post Level :

GS-5

Duration of Initial Contract :

One year (renewable subject to satisfactory performance)

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

The Office of Financial Resources Management (OFRM), Bureau of Management, supports the United Nations Development Programme (UNDP) in the promotion of its sustainable human development agenda. It achieves this by developing and making fully operational a dynamic and harmonized integrated resources management framework based on comprehensive analysis that enhances UNDP’s financial performance, as well as facilitates UN reform and coherence. To these ends, the framework addresses strategically critical financial resources planning and management issues, including results based budgeting; the integration of the Programming Arrangements and the Institutional Budget within the context of the integrated budget from 2014 onwards; ; enhanced cost classification and cost recovery; capital budgeting; adherence to IPSAS; foreign exchange and investment activities; corporate reporting of organizational assets; performance management tools and initiatives; and support to UN harmonization.

Effective and efficient integrated resources management is enabled through a continuous and robust process comprising:

Formulation and implementation of corporate financial and administrative strategies, policies and procedures;
Formulation, alignment, documentation and implementation of UNDP’s funding frameworks, assuring their integrity, viability and alignment with the Strategic Plan;
Provision of policy guidance, advisory services and operational support to strengthen client capacities and help them achieve results, seeking to build consensus within UNDP and with key stakeholders on critical budgetary related matters requiring Executive Board legislation;
Administration of the organization’s internal control framework, overseeing and monitoring financial management of all global UNDP offices, including through formulation/implementation of resources planning, management and oversight tools and reports;
Promoting clear accountability for financial transactions and producing financial statements, including financial reporting to donors and the UNDP Executive Board.
Providing corporate reporting guidance to ensure that fixed assets are adequately recorded in all locations.

As part of OFRM's Finance and Budget Management Division, the Administrative Assistant reports directly to the Deputy Director and provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

Duties and Responsibilities

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 administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings and taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to;
Assistance in the preparation of budget, provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance.

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

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core:

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.

Technical/Functional:

Purchase-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations.

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Budget Management

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

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge.

E-Discovery

Ability to identify, preserve, collect, process and review information from electronic data sources.

Required Skills and Experience

Education:

Secondary Education;
Certification in administration and/or finance is desirable;
University Degree in Business or Public Administration, Management desirable, but it is not a requirement.

Experience:

5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems;
Working understanding of UN/UNDP policies and procedures;
Experience of ERP (Atlas) system.

Language:

Fluency in English;
Working knowledge of another UN language is an advantage, particularly Spanish or French.