Background

UNODC has specific mandates to assist countries to provide injecting drug users, prisoners and people vulnerable to human trafficking with evidence-informed, comprehensive HIV prevention, treatment and care services through advocacy; support in developing effective legislation and policies; support in developing comprehensive evidence-based strategies and programmes; building capacity of national stakeholders including government agencies, civil society and community organizations to ensure optimum coverage of these population groups with HIV services.

Duties and Responsibilities

Under the supervision of the Regional HIV/AIDS Advisor, the Team Assistant will be responsible for the following duties:
  • Performs a wide range of office support and administrative functions;
  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;
  • Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.;
  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases;
  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling;
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.; assists in the organization of national and international workshops, seminars, visiting missions, field trips, press events and mass media interactions;
  • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site;
  • Assists in the preparation of presentation materials using appropriate technology/software; performs data entry and extraction functions;
  • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the office;
  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;
  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.;
  • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.);
  • Maintains files (both paper and electronic) and databases for the office; assists in maintaining inventory list for the office;
  • Performs other duties as assigned.
Work implies frequent interaction with the following:
National partners, officers and technical staff of UNODC;
Results Expected:
Effectively delivers of a wide range of administrative and office support functions under moderate supervision. Regularly assists in drafting routine correspondence and other communications. Accurately and in a timely manner, produces a range of documents, reports and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
 
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
 
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
 
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
 
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
 
Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
 
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
 
Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
 
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Proficiency in MS Office.

Required Skills and Experience

  • Completed secondary education or equivalent. Higher education would be an asset.;
  • At least five (5) years relevant experience working in an office support function. Experience in an international environment is an asset; and experience in working in a multi-cultural society;
  • Fluency in written and spoken English and Ukrainian. Knowledge of another UN official language is an advantage.
This is a locally recruited position and no expatriation benefits will apply.

All applications must include (as an attachment) the completed UN Personal History form (P-11) which can be downloaded from http://www.undp.org.ua/en/vacancies. Kindly note that the system will only allow one attachment. Applications without the completed P-11 form will be treated as incomplete and will not be considered for further assessment. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

DEADLINE FOR APPLICATIONS IS 15/11/2011

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

Qualified women are strongly encouraged to apply.