UNDP Jobs - 13078- Coordination Assistant to the UN Coordination Spec

Coordination Assistant to the UN Coordination Specialist

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

07-Dec-2009

Application Deadline :

06-Nov-09 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

one year

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

Under the guidance and direct supervision of the UN Coordination Specialist, the Coordination Assistant ensures effective and efficient functioning of the Resident Coordinator’s Office (RCO), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Coordination Assistant works in close collaboration with RCO staff, UNDP Operations, Personal Assistant to the UNCT, UN System staff involved in RCO/UNCT activities and thematic groups, Development Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

1. Ensures effective and efficient functioning of the Resident Coordinator’s Office focusing on achievement of the following results:

Support the management of the RCO office and ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the RCO team;
Manage the UN Coordination Specialist’s schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional RCO image and conduct for the RCO team of support staff;
Organize regular and ad-hoc meetings and perform RC secretariat functions by taking minutes, photocopying background papers, and summarizing actions for follow up by the RCO; assist in the implementation of follow actions as required by the RCO
Screen all incoming communications, establish priorities and advise the UN Coordination Specialist, follow up on outgoing correspondence for RC signature, clearance and further action by other staff as instructed; wherever possible, take initiatives to handle routine matters in close consultation with the UN Coordination Specialist
Maintain up to date information, data and databases as informed by the UN Coordination Specialist on the instruction of the UN country team, UN thematic groups’ activities and initiatives.
Ensure that appropriate protocol and correspondence guidelines are adhered to by CO team when communicating with Govt. and other external partners;
Ensure the UN Coordination Specialist, RCO and UNCT are kept informed of important Corporate initiatives and policies, programming and operational matters as informed through RC Office secretariat functions.
Provide direct support to the RC, whenever the UN Coordination Specialist is absent
Support the RC ai under the guidance of the UN Coordination Specialist and provide direct support whenever the UN Coordination Specialist is absent
Keeps abreast of new developments in Atlas and maintains proficiency in Atlas
Develops proficiency and applies it on web based systems

2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

Update and maintain of the filing systems ensuring safekeeping of confidential materials within the RCO. Use of automated filing system and liaison with UNDP on how the RCO can best implement and use the system
Provide documentation as requested by the RC and UN Coordination Specialist from the filing system and ensure replacement
Coordination of the information flow in the office and disseminate corporate and interoffice communication to Un Agency staff as required.
Prepare relevant documents and packages under the guidance of the UN Coordination Specialist and update regularly communicating the results to UN Agencies
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of any meetings/reports/documentation to UN Coordination Specialist.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the RCO and other technical staff.
Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested;
Conduct information search and research as required.
Prepare formal and informal translation of note verbales, invitations, and other information required by RCO;
Make necessary arrangements and contacts for RC Office transportation including preparation of requests, agenda and schedules, confirmation of appointments, briefing materials, etc.

3. Supports preparation and implementation of the RC Work Plan/Report and RC Grants focusing on the achievement of the following results:

Secretarial and logistical support for UNDAF/HACT Steering Committees and working g roups, UNCT Retreats to review the annual work plan, and other UNCT meetings, retreats and RCO trainings/workshops.
Monitoring of the RC funds expenditures and preparation of reports for UNCT
Preparation of required budget revisions and entering budgets into Atlas
Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities.
Requesting, recording, managing and reporting on Petty Cash for the RCO in close collaboration with UNDP Operations Staff
Assistance in collecting information from agencies for RC Work Plan implementation preparation of the RC Annual Report and reporting on the RC Office grants

4. Provides support to the implementation of the resource mobilization strategy focusing on achievement of the following results:

Analysis of information on donors, preparation of donor’s profile and database, maintenance of the database, establishment of contacts with donor/Government counterparts.
Track and reporting on mobilized resources for UNDAF implementation.
Maintenance of database of agencies with field representation
Provision on technical and logistical advice/ support to mission of agencies without field representation.

5. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.
Organization of specialized trainings for team members.
Secretarial and logistical support to trainings to UN staff on Un Reform, Common country processes, common premises and services, coordination, administration and protocol issues.

Competencies

Corporate Competencies:

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

Functional Competencies:

Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Actively works to gain updates on Atlas and Atlas Training
Actively works towards knowledge Information Technology

Development and Operational Effectiveness

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of RC office, including data/ schedule management, maintenance of protocol, information flow.
Confidentiality
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems and databases
Ability to work in Atlas and experience of UNDP financial reporting and functions

Leadership and Self-Management

Focuses on result for the client and responds positively to delegation and feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:

Secondary School completion

Experience:

Minimum of 6 years of progressively responsible professional work experience in management, office administration, finance/account, some of which at the international level.

Language:

English