UNDP Jobs - 59060- Programme Associate, Crisis Response Unit (CRU), G

Programme Associate, Crisis Response Unit (CRU), Geneva Office

Location :

Geneva, SWITZERLAND

Type of Contract :

FTA Local

Starting Date :

01-Oct-2015

Application Deadline :

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

Post Level :

GS-6

Duration of Initial Contract :

One Year

Languages Required :

English French

Expected Duration of Assignment :

One Year

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 post is located in the Senior Transformative Agenda Implementation Team (STAIT) based at the Palais des Nations, with some time spent at the Crisis Interface Team, Crisis Response Unit (CRU), UNDP Geneva as required. The Inter-Agency Standing Committee (IASC) Emergency Directors Group (EDG) established the STAIT to support the roll-out of the IASC Transformative Agenda at field-level. The STAIT is an inter-agency team which includes senior NGO and UN colleagues with extensive experience in humanitarian operations. The STAIT provides peer support for country operations, sharing good practice and providing peer support guided by the vision of transforming and supporting a better collective humanitarian response. The STAIT aims to contribute to a ‘mindset shift’ in the way humanitarian actors work together to enable a more effective, accountable and timely humanitarian response.

The STAIT’s work focuses on the following main areas:

Leadership (at all levels including: Humanitarian Coordinators, Humanitarian Country Teams, Inter-Cluster, Clusters, sub-national);
Coordination;
Humanitarian Programme Cycle with a focus on delivery;
Accountability to Affected People;
Centrality of Protection;
Enabling security management.

The Programme Associate reports directly to the STAIT Programme Specialist/Humanitarian Affairs Officer.

Under the overall guidance and supervision of the STAIT Programme Specialist/Humanitarian Affairs Officer, the Programme Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work and supports programme implementation consistent with UNDP rules and regulations. The Administrative Associate promotes a client, quality and results-oriented approach.

The Programme Associate works in close collaboration with the STAIT project staff as required for implementing STAIT activities, to exchange information, resolve administrative issues, and ensure consistent service delivery. The Programme Associate may also liaise with operations, programme and projects staff in IASC member organisations (UN and NGO), at both HQ and field level, in support of STAIT activities.

Duties and Responsibilities

Summary of Key Functions:

Ensure efficient administrative support to the STAIT;
Provide support to proper supply and assets management;
Provide support for effective administrative and financial control in the office, focusing on achievement of the following results;
Support knowledge building and knowledge sharing in the STAIT.

Ensure efficient administrative support to the STAIT:

Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Coordinate travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
Organize procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
Organize meetings, workshops, conferences, retreats;
Coordinate DSA, travel agencies, visa requests, and other administrative tasks;
Support human resource processes, such as recruitment of staff and consultants, time and attendance, performance appraisals, separation of staff members, training etc., ensuring consistency in the application of UNDP rules and procedures;
Provide inputs to administrative business processes mapping and implement the internal standard operating procedures (SOPs).

Provide support to proper supply and assets management:

Coordination of assets management in the STAIT, timely preparation and submission of periodic inventory reports;
Coordination of the provision of reliable and quality office supplies.

Provide support for effective administrative and financial control in the office, focusing on achievement of the following results:

Maintain administrative control records such as commitments and expenditures;
Confirm availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
Maintain data integrity in the database, control programme; analysis of results and initiation of corrective actions, when necessary;
Proper control of supporting documents of funds and activities;
Provide of the information for the audit;
Support the preparation and review of financial proposals/requirements.

Support knowledge building and knowledge sharing in the STAIT:

Train staff on the administrative procedures;
Brief/debrief staff members on issues relating to area of work;
Provide sound contributions to knowledge networks and communities of practice.

Competencies

Core 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.

Technical/Functional Competencies:

Primary:

Transformative Agenda:

Knowledge of the content and purpose of the Transformative Agenda Protocols, the three pillars of the Transformative Agenda (coordination, leadership and accountability, including the humanitarian programme cycle), the Centrality of Protection, and the spirit of the Transformative Agenda, and the ability to apply in strategic and/or practical situations

Organizational Skills:

Demonstrated capacities to perform multiple tasks, in multi-cultural environment and dealt with confidential matters.

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.

Secondary:

Knowledge Management:

Ability to efficiently handle and share information and knowledge.

Financial Reporting and Analysis:

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Required Skills and Experience

Education:

Secondary education;
Certification in administration desirable;
University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

6 years of relevant experience in administration or programme support service;
Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems is required;
Experience using UNDP’s ATLAS system and good knowledge of UNDP administrative, procurement and recruitment procedures is required.

Language:

Fluency in oral and written English is required;
Working knowledge of French is highly desirable.

Other:

Successful completion of the UN Administered Clerical Examination (ASAT) is a requirement.