UNDP Jobs - 60626- Administrative Associate

Administrative Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

02-Nov-2015

Application Deadline :

19-Oct-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

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 Audit and Investigations (OAI) reports to the Administrator and is responsible for internal audit and investigation services to UNDP and its affiliated entities. OAI provides independent, objective assurance on the effectiveness of risk management and the effectiveness and adequacy of internal controls.

OAI has a decentralized organizational structure, with the Directorate, Quality Assurance and Policy (QAP) Unit, Investigations Section, Special Assignments Section, and Headquarters Audit Section located at UNDP Headquarters, New York and five Regional Audit Centres (RAC), collectively referred to herein as “OAI units”.

The Administrative Associate reports to the Chief, QAP Unit. He/she provides assistance in the overall management of quality assurance processes and services; administers and executes processes and transactions ensuring high quality and accuracy of work, high standards of efficiency, discretion and independent judgment. The Administrative Associate promotes a client, quality and results-oriented approach. He/she ensures effective and efficient support to the Chief, QAP Unit in achieving results, full confidentiality in all aspects of assignment, implementation and maintenance of established administrative standard operating procedures, management of information flow, and follow-up on deadlines and commitments made. He/she may take routine decisions on administrative processes based on clearly established authority and guidelines. The Administrative Associate also acts as alternate and/or backup to the Executive Associate, assisting the Director and Deputy Director (Audit).

The Administrative Associate works in close collaboration with OAI staff in Headquarters and in the RACs to exchange information and ensure consistent and high quality service delivery.

Duties and Responsibilities

Ensures implementation of operational and quality assurance programme focusing on achievement of the following results:

Compliance with OAI’s standard operating procedures (SOPs), particularly ensuring high formal quality of final audit reports and related memos;
Provision of support in streamlining OAI business processes;
Support in data collection for OAI strategy and work plans and their implementation;
Support in data and input collection for OAI’s annual report to the Executive Board, quarterly progress reports to the Audit Advisory Committee, and other corporate reports;
Assistance in implementing other quality assurance activities, such as post-audit client surveys, monitoring performance indicators, and other internal quality assurance reviews;
Coordination and compilation of the audit plans and periodic activity reports of all OAI units;
Coordination and organization of the timely issuance of OAI audit reports. Contribute in the review and finalization of audit reports in terms of desktop publishing, layout and format, when required. Proof read draft and final reports.

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

Efficient and effective administrative support, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct;
Organization and coordination of periodic activity reports for submission to OAI management (audit activity reports, etc.);
Development and administration of web-based surveys;
Organization and proper maintenance of QAP Unit’s filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Provision of support for Audit Advisory Committee, in particular securing conference room, confirming schedules of presenters, obtaining meeting materials, preparing meeting binders and assisting during briefing sessions;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of related reports to the Chief, QAP Unit;
Prompt exchange of information and follow up on relevant administrative support matters primarily with the relevant OAI unit;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, reports, and presentations regarding OAI activities.

Provides support to audit-related activities, focusing on the achievement of the following results:

Act as a focal point for the maintenance of the Comprehensive Audit and Recommendation Database System.

Provides support to other activities, focusing on the achievement of the following results:

Perform other duties that may be assigned by the Chief, QAP Unit, Deputy Director (Audit) and Director, OAI;
Acts as alternate and/or backup to the Executive Associate during his/her absence or during periods of peak workload, assisting the Director and the Deputy Director (Audit);
Serve as Leave Monitor for QAP Unit.

Impact of Results

The key results have an impact on the overall efficiency and effectiveness of the UNDP audit function.

Errors directly affect the accurate provision of services and the credibility of the work process of the office (OAI).

Errors made could result in reputational damage for OAI and UNDP in general. This would cause loss of confidence by member states and donors.

Competencies

Corporate Competencies:

Demonstrate commitment to UNDP’s mission, vision and values;
Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

Share knowledge and experience;
Actively work towards continuing personal learning and development in one or more practice areas, act on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to administer and execute administrative processes and transactions and various specialized activities related to audit;
Ability to extract, interpret and analyze data;
Ability to perform work of confidential nature and handle a large volume of work;
Ability to carry out tasks with a high degree of initiative and independence in delivering required outputs;
Ability to use and apply technical processes or tools such as Advanced Microsoft Office (Outlook, Word, Access, Excel, Powerpoint), electronic working paper software and tracking systems; and advanced data base software applications; and ATLAS;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems, desktop publishing;
Write and speak clearly, concisely and effectively.

Self-Management:

Focus on result for the client and responds positively to feedback;
Consistently approach work with energy and a positive, constructive attitude;
Demonstrates the highest level of discretion, tact, politeness and teamwork;
Remain calm, in control and good humored even under pressure;
Demonstrate openness to change, willingness to take on additional responsibilities and ability to manage complexities.

Required Skills and Experience

Education:

Completion of secondary education;
First level university degree, preferably in Business Administration, Public Administration, Finance, desirable;
Certification in audit, finance, administration or IT is an advantage.

Experience:

A minimum of 6 years of relevant experience in administration support service, finance, IT, audit or another directly relevant field;
Extensive experience in the usage of computers and office software packages (MS Office), particularly Excel;
Experience in handling of web-based management systems and ERP system;
Must have aptitude for math and statistics.

Language:

Fluency in oral and written English is a requirement;
Proficiency in French or Spanish is an advantage.

How to apply

The application must contain duly completed and signed Personal History Form (P11), which can be downloaded from www.sas.undp.org/Documents/P11_Personal_history_form.doc.

The form should be uploaded to your online application in lieu of CV. If you experienced technical issues with uploading your P11 form during the online application, please send the P11 Form to oai.bids@undp.org indicating your name and Administrative Associate_New York_GS6” in the e-mail subject field.

Please note that:

Applications without P11 form will not be considered;
Application should be submitted in the English language.