UNDP Jobs - 59594- Administrative/Travel Assistant

Administrative/Travel Assistant

Location :

New York

Type of Contract :

Individual Contract

Starting Date :

15-Sep-2015

Application Deadline :

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

Post Level :

National Consultant

Duration of Initial Contract :

2 months

Languages Required :

English

Expected Duration of Assignment :

Two months

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

Peace and Development Advisors are senior international United Nations (UN) staff deployed to strategically guide UN initiatives at the field level to support national conflict prevention efforts. By linking the UN’s political and development arms, PDAs play an important role in informing the UN’s support to national conflict resolution capacities and building the skills of national actors to engage in dialogue, mediation, and conflict prevention. PDAs have proven to be a valuable resource in the UN’s efforts to build standing capacities for mediation within a nation, helping to ensure national ownership and sustainability of preventive activities. There are currently 34 Peace and Development Advisors deployed under the auspices of the Joint UNDP/DPA Programme on Building National Capacities for Conflict Prevention, with a number of other conflict prevention specialists or staff with a similar profile deployed by UNDP, DPA, or in mission settings. While the country contexts in which PDAs operate vary significantly, the PDA role requires a number of core competencies as well as an in-depth understanding of conflict prevention-related issues. Providing a dedicated space for PDAs from across different country contexts to share their experiences, reflect on challenges and opportunities, and identify good practices and promising approaches has proven to be an important way for building the ‘community of practice’ while also strengthening the aptitudes and effectiveness of PDAs in country. Recognizing the value of these opportunities, Global PDA Retreats have been held in 2007 (Kenya), 2008 (Panama), 2010 (Sweden), and 2013 (Morocco) with the 5th Global PDA Retreat earmarked for November 2015.

The Global PDA Retreat will take place in Istanbul, Turkey from 10 to 13 November (inclusive).

Duties and Responsibilities

Under the overall guidance and supervision of the Policy Specialist and Progrramme Associate, the Administrative/Travel Assistant will assists during the organization of the PDA induction and retreat in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the BPPS Conflict Prevention Team and BPPS ROM Team to exchange information and ensure consistent service delivery.

Summary of Key Functions:

Provision of effective and efficient administrative support services;
Support to procurement services;
Organization of logistical services and travel arrangement;
Effective administrative and financial control in the office.

Responsibility:

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

Full compliance of Administrative and Travel activities with UN/UNDP rules, regulations, policies and strategies;
Support to the Unit administrative and travel business processes mapping and elaboration of the internal standard operating procedures (SOPs);
Support to the organization of Conference, meeting and workshops;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with Programme Associate.

Ensures organization of logistical services focusing on achievement of the following results:

Organization of travel including purchase of tickets, DSA calculation, PO preparation;
Arrangement of shipments; conference facilities arrangements;
Ensures availability of budget according to relevant COAs;
Processing of Purchase orders for travel in Atlas;
Timely conducted DSA, Travel Agencies, hotel and conference facilities related services;
Closely work with contracted travel agent to ensure provision of high quality professional service and most competitive price;
Provision of information to the staff on travel including entitlements, travel route and hotel arrangements, as required;
Arrangements for security clearance when required;
Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
Processing requests for visas, and necessary Identification Card for international staff;
Processing of application and renewal of UNLP for UN staff;
Reconciliation of settlements to be paid by the Finance Unit.

Competencies

Understands the main processes and methods of work regarding to the position (Administration and Travel);
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Identifies new and better approaches to work processes and incorporates same in own work;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

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;
UNDP Procurement Certification programme.

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.);
Knowledge of Atlas travel module and procurement is required.

Language:

Fluency in English is required.