UNDP Jobs - 5474- Programme Assistant, Gender

Programme Assistant, Gender

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

ALD Local

Starting Date :

04-Aug-2008

Application Deadline :

09-Jul-08 (Midnight New York, USA)

Post Level :

ALD-2

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year

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

The Program Assistant’s primary function is to provide technical and administrative support to the Gender Team programme staff in their project implementation and coordination duties including arranging logistics for travel, conferences, seminars, and annual retreats. The Program Assistant will support the Gender Team programme staff, the Practice Manager, and the Operations Manager/Finance Officer in Project Procurement, Budget, and Finance responsibilities in Atlas. The Program Assistant will also work in close collaboration with the Operations Manager/Finance Officer and the Executive Assistant to ensure that the administrative work necessary for optimal functioning of the team is completed. The Program Assistant actively supports knowledge building, sharing and applying in the organization. The incumbent will need to accurately interpret guidelines available for the accomplishment of the tasks of the post. The Program Assistant will work under the overall guidance of the Practice Manager.

The position demands the ability to meet deadlines and maintain high-quality of output working under pressure. The highest standards of integrity, discretion and loyalty are essential. The ability to use good judgment and experience working in a multi-cultural setting are critical

Duties and Responsibilities

Administrative Support Functions

Manages travel arrangements for Gender Team staff, Operations Manager, and Practice Manager. Prepares travel authorizations and all related travel claims (including DSA, etc.). When needed, assists staff members in obtaining briefing materials for official missions and arranges any other travel logistics;
Assists the Gender Team in preparing for conferences, seminars, annual retreats, and any other programme related events. This includes organizing travels for participants, issuing COAs, making travel related payments, and responding to any other necessary activities. Perform all Atlas management duties attached to these coordination tasks (including creating purchase orders, contracting vendors, etc.);
Provides general secretarial and administrative assistance to Practice Manager and Gender Team staff when requested;
Ensures smooth flow of information among the Gender Team staff and the Practice Manager;
Backstops Gender Team Support as needed and performs other administrative duties.

Project Implementation Support Functions
Procurement Functions:

Assists and supports in the recruitment of consultants and experts for the Gender Team through advertisement of ToRs, preparation of contracts (SSA/SC/RLAs, others) both in and out of Atlas, and setting up vendors. Coordinates with BDP HR and provides information on remunerations of experts and consultants;
Prepares the submission of bidding documents with the counterpart as follows: analyzes and specifies the demands of DEX Projects; determines the scope and basic characteristics of equipment and/or services; documental analysis; analyzes and interprets UNDP procurement guidelines; analyzes the legal implications, pertinent legislation in relation to bidding processes; technical procurement studies of UNDP interests;
Sends letters of invitation or places public announcements as follows: defines and the necessary documents to participate in the bidding processes; defines the evaluation criteria of equipment and/or services’ bidding processes; specifies the special conditions of Contracts to be signed with vendors; attaches Terms of Reference and annexes elaborated by Project in coordination with Practice Group and PSU; elaborates the final bidding document; receives and answers questions regarding clarification or amendment’s bidding document about bidding processes;
Assists in evaluating and analyzing proposals and assists in ensuring procurement rules and regulations; analyzes and evaluates technical and commercial proposals presented by vendors with the counterpart and consultants/technician; prepares Evaluation Reports about bidding processes; monitors bidding processes; participates in negotiation meetings with DEX Projects and Vendors. Prepares documentation for presentation to the CAP and participates in the Local Contracts Committee, ensuring compliance with UNDP regulations;
Prepares draft contractual documents (FPO/OCL or Contract) for the procurement of equipment/services, all in accordance with established procedures, for the UNDP Projects. Is also responsible for the review of contract documents for the Unit, ensuring quality, adequacy, accuracy in close collaboration with the Procurement and Legal Advisers;
Assists in the procurement issues ensuring transparency, accuracy and cost-effectiveness;
Performs purchase order formulation in Atlas and any other tasks of the Atlas Budget sub-module; supports Gender Team members in the approval processes in Atlas and any other relevant matters;
Helps the Practice Manager and the Operations Manager establish and maintain records in the Atlas routine so as to produce managerial information and other corporate reports on real time. Uses IT resources available in UNDP office to improve the level of efficiency of the Gender Team;
Keeps up to date with new releases vis-à-vis Atlas and UNDP regulations, and exchanges information.

Resource and Budget Management Functions:

Assists Practice Manager and fund managers in project budget formulation and budget revisions within Atlas system;
Supports the fund managers of the Gender Team in project budget monitoring;
Helps the Practice Manager and the Operations Manager to support fund managers of the Gender Team in their management of their programme/project portfolios by monitoring the core and non-core allocations and cash balances in Atlas.
Maintain a check and balance system in the Team to ensure adequate spending against available funds.

Training and Help Desk in Atlas System

Provides training on Atlas and procedures regarding Project and Procurement Modules for Gender Team users;
Interacts with Atlas users to identify new demands.

Competencies

Communication: excellent communication / organizational skills, attention to details.

Technological Awareness: Ability to operate personal computers, corporate and commercial software applications and databases such as Microsoft Office, Microsoft Outlook, Internet, ERP. Ability to quickly learn corporate software applications is essential and thorough knowledge of Atlas is a definite advantage.

Professionalism: ability to function under tight deadlines in a high paced atmosphere

Planning & Organizing: Identifies priority activities and assignments; adjusts priorities as required

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Knowledge of UNDP/UN administrative procedures strongly desirable.

Required Skills and Experience

Completion of secondary school preferably supplemented by administration and accounting studies.
3 – 5 years of administrative and finance experience, with procurement duties, preferably in the UN organization.
Fluent in English. Working knowledge in another UN language is an asset.