Jobs - 28481- Programme Assistant for the OACNUDH (National Chil

Programme Assistant for the OACNUDH (National Chileans or Foreign with permanent Visa resident)

Location :

Santiago, CHILE

Type of Contract :

FTA Local

Starting Date :

01-May-2012

Application Deadline :

05-Apr-12 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year renewable

Languages Required :

English Spanish

Expected Duration of Assignment :

1 year renewable

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 Regional Representative of the High Commission of the United Nations for Human Rights, Regional Office for South America, the Programme Assistant will provide administrative and programmatic support to the Office located in Santiago, ensuring high quality, accuracy and consistency of work.

The Programme Assistant will work closely with professional staff members, programmes and with counterparts in OHCHR Headquarters in Geneva, as required, to exchange information and support in the delivery of programmes.

The functions shall include inputs to the management and implementation of OHCHR’s Administrative Office in Santiago.

Duties and Responsibilities

Summary of Key Functions:

Effective communication, financial and administrative support to the Office;
Accounting and administrative support;
Facilitation of knowledge building and knowledge sharing.

Ensures effective communication, financial and administrative support to the Regional Office, focusing on the achievement of the following results:

Ensures an environment of professionalism and teamwork at all times, setting exemplary standards of conduct for the Office team;
Adherence to and full compliance with UN/OHCHR rules and regulations and other relevant policies on financial recording/reporting systems and follow-up on audit recommendations; effective internal controls, proper functioning of workflow and financial resources;
Provision of inputs to preparation of administrative plans results-oriented workplans;
Analysis of requirements and synthesis of proposals on ways to integrate advocacy and communication strategies into all aspects of UNDP’s development programme during programme formulations;
Use of automated office management systems.

Ensures accounting and administrative support to the Regional Office, focusing on the achievement of the following results:

Ensures that the administration of budgets and correct functioning of the administrative issues and financial and budgetary tasks are fulfilled;
Assesses the correct flow and adherence to UN/OHCHR are rules and regulations in every process are complied.
Monitors the status of expenditures and updates budget tables. Prepares draft request for changes in budget lined and Cost Plan to be submitted to Headquarters in Geneva;
Ensures that appropriate budget codes are properly applied in every disbursement;
Prepares job descriptions. Follow-up of deadlines, prepares interviews, skill tests and or knowledge tests, rating, assessment, and final report. Prepares and submits correspondence related to recruitment to corresponding LSP;
Ensures that correct budget codes and Financial Authorizations for disbursements are made available to LSPs;
Assists staff members in administrative rules and procedures and provide general briefing to new staff members;
Coordination and management of office service, acquisition, human resources matters. Prepares annual acquisition plan;
Procurement of goods under the threshold of US$2,500 and process payment request to be submitted to LSP (UNDP);
Ensures proper control of the supporting documents for payment and ensure budget control is adhered to;
Assists the Head of the Office in the preparation of Mid and Annual Reviews. Assists in the preparation of Mid and Annual Cost and Work Plans;
Prepares, in coordination with LSP, solicitation papers for services or goods, scopes of work, and specifications;
Follow-up processes and co-operation in the evaluation processes, ensuring specifications, requirements and timings are fulfilled;
Keeps updated and labeled record of expendable and non-expendable property. Prepares reports to be submitted annually to Headquarters in Geneva;
Follows up contract(s) terms and conditions; follow-up of deadlines; keeps record of correspondence related to each case. Submits relevant information to Headquarters in Geneva;
Ensures that Financial/Cable authorizations from OHCHR Geneva are received in due time. Follow-up with Geneva authorities if required;
Maintenance of the filing system, ensuring confidential materials is safely filed;
Preparation of statistical charts, worksheets on plans, costs, budgets of the Office;
Be abreast of the technology means and ensure IT supports to solve communications problems are available;
Ensures responsibility and confidentiality in handling matters of administrative nature;
Prepares reports as requested both in English and in Spanish;

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

Sound contributions to knowledge networks and communities of practice;
Provision of training, consultancy and advice to UNDP staff on communications for development.

Impact of Results:
The key results have an impact on the efficiency and smooth workflow of the Regional Office. Accurate information, analysis and programming strengthens the capacity of the Office to fulfill its commitments within the region.
Incumbent’s initiative, knowledge and skills are decisive in the timely finalization and results of the work.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience and contributes to the Office’s best practices;
Encourages office staff to share knowledge and new skills;
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 fully documented, researched, recorded and reported;
Ability to support effectively. Ability to communicates sensitively and effectively across different publics;
Ability to review and process a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to perform work of a confidential nature, handle a large volume of work and work under pressure;
Demonstrates excellent ability to write and communicate orally with accuracy and professionalism, both in Spanish and in English;
Demonstrates good IT skills;
Proves full command of both written and oral English.

Management and Leadership:

Focuses on impact and result for the client;
Leads teams effectively and shows conflict resolution skills;
Consistently approaches work with energy and a positive, constructive, self controlled attitude;
Builds goods relationships with staff members and external actors;
Demonstrates openness to change and ability to manage complexities;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

High School Degree. Certification in Accounting and Finance, or equivalent studies desirable.

Experience:

5 years of progressively finance and administrative experience is required. Internal candidates from the UN System will have an advantage, minimum 3 years of experience;
Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc) and advanced knowledge of spreadsheet and database packages;
Knowledge of Atlas, Imis or other ERP System is desirable.

Language Requirements:

Fluency in written and oral in both Spanish and English;
Additional UN languages will be an added advantage.

I M P O R T A N T :

Download, fill and sign the P11 - Personal History Form

http://www.pnud.cl/vacantes/p11_en.doc

The system will be prompted to upload a file on the next page after "submit" application.

UNDP will not process applications without P11 properly uploaded.