UNDP Jobs - 55242- Administrative Associate

Administrative Associate

Location :

Addis Ababa, ETHIOPIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

12-Apr-15 (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 overall guidance and direct supervision of the Economics Advisor, the Administrative Associate provides policy and programme support services related to capacity development for sound economic management, inclusive growth, sustainable human development and the realization of the Millennium Development Goals (MDGs), ensuring top notch and high quality services. The Administrative Associate promotes a client-oriented approach in dealing with relevant government departments, other UN Agencies, development partners, civil society and the private sector.

The Administrative Associate works in close collaboration with the operations, programme staff in the CO and UNDP HQ, government and donors as required to exchange information and ensure quality service delivery.

Duties and Responsibilities

Summary of Key Functions:

Support to formulation of programme and policy strategies and in the monitoring of the Policy Advisory Team Action Plan
Provision of effective communications support to PAU /CO
Support to management of the Policy Advisory Unit
Support to resource mobilization
Support to knowledge building and knowledge sharing

Duties and Responsibilities:

1. Supports formulation of programme strategies and the Policy Advisory Team Action Plan focusing on achievement of the following results:

Full compliance of programme activities with UN/UNDP rules, regulations, policies and strategies;
Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation;
Drafting and monitoring of the Unit Action Plan/ Work plans for efficient delivery of the outputs and results.

2. Ensures provision of effective communications support to PAU/CO focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the Policy Advisory Unit, follow up on circulation files;
Facilitation of information sharing between all Units, DAG and the UN Coordination Unit;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Strategic Advisor;
Screening of all incoming calls and correspondence, to establish priorities, reply to routine mails and inform supervisor subsequently;
Presentation of proposals to eliminate communication bottlenecks in the unit and streamline office procedures between the supervisor’s office and subordinate division;
Assistance in the launch and dissemination of annual global Human Development Reports (HDRs), periodic National Human Development Reports (NDHRs) and MDG Reports, ensuring the active participation of a wide group of state and non-state stakeholders;
Assistance in the widespread dissemination of the findings of Global HDRs, NHDRs and MDGRs and other related publications of UNDP and the wider UN;
Assistance in effecting MDGs campaign on behalf of UNDP;
Assists in the collection and inputting of data on development assistance towards the preparation of the annual Development Cooperation Report (DCR);
Assists in inputting of data on economic and social indicators to help keep track of the MDGs/SDGs;
Preparation and dissemination of the weekly Economic Digest;
Assist in organizing policy dialogues with partners, including the monthly policy forum.

3. Provides effective support to management of the Policy Advisory Unit, focusing on the achievement of the following results:

Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
Presentation of information for audit.

4. Provides administrative support to the Policy Advisory Unit, focusing on achievement of the following results:

Preparation of non-PO vouchers for development projects;
Active participation in substantial meetings organised by the supervisor and preparation of reports internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
Contribution to budget revisions and entry into Atlas related to the above;
Making budget check for requisitions, POs and vouchers;
Follows up on administrative/financial matters of the unit with other units of the office, other UN Agencies and project personnel.

5. Supports resource mobilization focusing on achievement of the following results:

Review of contributions agreement, managing contributions in Atlas.

6. Supports knowledge building ,management and sharing in the CO, focusing on achievement of the following results:

Assists in research related to the identification of best practices and lessons learned directly to programme country goals;
Supports and shares knowledge with interns, JPO and UNVs as necessary;
Participation in trainings for the operations/ projects staff on programme;
Contributions to knowledge networks and communities of practice;
Updating and maintaining the CO knowledge management platform.

Competencies

Core Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others
Informed and transparent decision making

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Leadership and Self-Management

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

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training and some Information Management training; University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

6 years of relevant secretarial or administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English and national language of the duty station (Amharic).