UNDP Jobs - 63087- Administrative Assistant, Global Centre for Public

Administrative Assistant, Global Centre for Public Service Excellence (GCPSE)

Location :

Singapore, SINGAPORE

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

06-Feb-16 (Midnight New York, USA)

Post Level :

SC-6

Duration of Initial Contract :

One year, with possibility of renewal

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

Building on a long history of effective collaboration, the United Nations Development Programme (UNDP) and the Government of Singapore (GoS) have initiated a new phase of partnership, in order to promote better public service in developing countries. Drawing on the respective strengths of the two partners, the UNDP and GoS have therefore set up a Global Centre for Public Service Excellence (GCPSE).

The GCPSE’s aim is to find and promote the evidence needed to galvanize public service capacities for improved development results. It will deliver this by acting as a knowledge and convening hub on public service excellence, promoting cutting edge practices in public services management and reform.

The Centre also hosts UNDP’s Global Anti-Corruption Initiative (GAIN) – currently a team of 2 staff.

Under the guidance and supervision of the Head of Office, the Administrative Assistant 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.

The operational aspects of the GCPSE (such as financial management, procurement, audit, etc.) are supported by the UNDP Country Office, based in Kuala Lumpur (Malaysia) and the Bureau for Policy and Programme Support (BPPS) at UNDP’s New York headquarters while the Centre staff handle small procurement cases, local purchases, filing of records, management of the corporate credit card, etc.

Duties and Responsibilities

The Administrative Assistant supports the work of the Centre Director, the Deputy Director (Policy Specialist), two advisors (seconded by the Singapore Government) and consultants hired on projects. S/he also supports the GAIN team, with the exception that travel, HR and procurement for the GAIN team are handled through UNDP HQ.

In addition, the incumbent will work closely with the operations teams at the Malaysia Country Office and New York HQ on operational matters. The Administrative Assistant will ensure quality support in service delivery and coordination.

Summary of Key Functions:

Provide support on financial management;
Support to procurement and travel;
Provide support in human resources;
Provide support with office correspondence;
Support meeting management and logistics during events;
Support to effective and efficient functioning of the Centre;
Support to office maintenance and assets management;
Implementation of operational strategies.

Provide support in financial management focusing on the following:

Actively monitor and prepare all the invoices and supporting documents to be submitted to the Government of Singapore on a quarterly basis (in line with the agreement signed by the Singapore Government);
Processing of claims (for staff members & event attendees);
Preparation of the submission and follow up on VAT-refunds;
Compilation and submission of corporate credit card statements;
Ensure timely payments of bills.

Provide support in procurement and travel:

In consultation with the policy specialist, UNDP Malaysia and UNDP BPPS, support to organization of procurement processes (incl. CAP process, preparation of Requests for Quotations (RFQ), Invitations to Bid (ITB) or Requests for Proposal (RFP) documents, preliminary evaluation);
Screen applications for consultancies and internships; organize panel interviews and prepare interview reports; follow up on documentations;
Keep track of contracts for consultants and ensure timely payment;
Coordinate visa application submissions and invitation letters;
Handle the submissions for work permits / diplomatic IDs;
Creation of e-requisitions in the corporate financial management system (ATLAS);
Arrange travel for staff members, secondees and consultants through the UNDP travel agent.

Provide support in human resources:

Keep comprehensive updated records on staff;
Assist in following up that all staff complete mandatory courses;
Assist on various human resources follow-ups with the staff and the unit.

Provide support with office correspondence:

Manage registry email and incoming phone calls under general office number;
Track and file incoming and outgoing mail;
Draft standard correspondence with GCPSE counterparts;
Support meeting management and logistics;
Manage front desk welcoming visitors and accepting deliveries during office hours;
Follow-up with participants, management of RSVPs and registration;
Events organized in-house: liaise with service providers to ensure smooth execution;
Events organized outside: assist in quality assurance;
Support administratively conferences, workshops and retreats.

Support to effective and efficient functioning of the Center:

Maintain both electronic and hard copy filing system ensuring safekeeping of confidential materials;
Management of the Director’s schedules and appointments, mission approvals, security clearance & claims);
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports for the Center.

Manage the office stationery supplies:

Support to office maintenance and assets management, focusing on;
Maintain records on assets management and prepare relevant reports;
Provide support to maintenance of common premises and common services.

Implementation of operational strategies:

Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies as outlined in the Programme Operations and Policy Procedure (POPP);
Co-ordinate & arrange yearly security meeting and compile & circulate the meeting minutes (focal point function);
Ensure full compliance of standard operating procedures (SOPs).

Impact of Results
The key results have an impact on the efficiency of the Global Centre. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development community at large.

Competencies

Corporate Competencies:

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

Functional Competencies:

Knowledge Management and Learning:

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

Development and Operational Effectiveness:

Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations.

Self-Management:

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Bachelor Degree in Business Administration, Management, Accounting or similar.

Experience:

Minimum of 5 years of relevant experience in operations or programme support;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems;
Prior work experience in UNDP or the UN is an added advantage.

Language:

Fluency in English.

Work Permit:

Singapore citizens or permanent residents.

Please follow the application instructions below (bearing in mind to upload the UNDP P-11 form instead of your CV/resume). Applications without the fully completed P-11 form will not be considered.

Interested and qualified candidates should apply on-line through the UNDP Job site at http://www.my.undp.org/content/malaysia/en/home/operations/jobs/ and please ensure to fill in and upload UNDP Personal History Form P-11 which is available at http://www.my.undp.org/content/malaysia/en/home/operations/jobs/ in the relevant field of the on-line application;
Only applications received on the website with the completed UNDP P-11 will be considered for this position.;
When completing the Form, even though not currently requested, please include names and email addresses of your Supervisors. Without the completed and signed UNDP P-11, your application will not be considered;
Please combine all your documents into one (1) single PDF document as the system allows to upload maximum only one document;
Please click on the "Apply now" button;
Input your information in the appropriate Sections personal information, language proficiency, education, resume and motivation. You can type in, or paste your Resume into the last box;
Upon completion of the first page, please hit "submit application" tab at the end of the page;
On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed (if possible) UNDP Personal History Form (P-11) which can be downloaded at http://www.my.undp.org/content/malaysia/en/home/operations/jobs/. Please take note that the system accepts only one document;
Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

Whilst we appreciate the individual effort put into your application, only short listed candidates will be notified.