UNDP Jobs - 45831- Administrative Assistant

Administrative Assistant - EWS (RSCA)

Location :

Addis Ababa, ETHIOPIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

02-May-14 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

12 Months with a possibilty of extension

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

Recently, UNDP-GEF designed a set of 10 country-led projects that focus on strengthening climate information and early warning systems (CI/EWS) for climate resilient development and adaptation to climate change. As part of its multi-country support programme, UNDP-GEF is seeking an Administrative Assistant, based in Addis Ababa, Ethiopia, to support its project on Early Warning Systems in Africa.

The Administrative Assistant will provide support to the project team’s daily operations including a variety of administrative services ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant collaborates with other staff throughout UNDP, as necessary, to exchange information and ensure consistent service delivery.

The Administrative Assistant will work under the overall guidance and supervision of the EWS Project Manager, and coordinate with UNDP-GEF Senior Technical Advisor for Green Low Emission Climate Resilient Development Strategies (GLECRDS), and the Regional Technical Advisor (GLECRDS).

Duties and Responsibilities

Summary of key functions:

Financial and Administrative support
Support to knowledge building and sharing

Duties and Responsibilities:

1. Financial and Administrative support:

Assist with procurement and payment processes in accordance with UNDP rules and regulations;
Prepare requisitions in Atlas in line with guidelines in the POPP;
Monitor operational and project budget in ATLAS, prepare and process required budget revisions;
Efficient financial management of the project, including planning, monitoring of project funds and resources, and preparation of the financial reports of the project;
Support the recruitment of consultants including ensuring budget availability/recording, verifying requests for final payments, and ensuring preparation of consultants' evaluations;
Assist with travel/mission arrangements and process travel and expenditure claims;
Provide logistical support in coordinating events, regional workshop and meetings, if necessary;
Coordinate the design, printing, and dissemination of knowledge products;
Manage the physical and electronic filing of project related documents;
Other relevant tasks as necessary.

2. Support to knowledge building and sharing:

Participation in the trainings for the operations/project staff on logistical and operations matters;
Contributions to knowledge networks and communities of practice;

Key result: Accurate presentation of information that strengthens the capacity of the staff and promotes the image of UNDP as an effective contributor to development.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP's mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Client service oriented
Shares knowledge and experience and encourages the learning of others

Functional Competencies:

Development and Operational Effectiveness

Compliance with financial rules and regulations
Focuses on result for the client and responds constructively to feedback and differing points of view
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change
Ability to focus on result and respond positively to the feedback
Ability to prioritize and manage time efficiently
Ability to work under pressure and with various tasks
Actively works towards continuing personal learning acts on learning plan and applies newly acquired skills

Required Skills and Experience

Education:

Completion of secondary education;
University Degree in Business, Public Administration or Publishing would be desirable.

Experience:

5 years of related work: experience in finance, administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Finance/accounting certification would be considered an advantage;
Good knowledge of an ERP System (such as Atlas) and UNDP Procurement, Finance and Accounting structure will be considered an advantage;
Good Knowledge of UNDP-GEF is an advantage.

Language Requirements:

Fluency in English;
Working knowledge of other UN languages an asset.