Background

• To serve as the immediate interface with the Government on all aspects relating to the evolving Republic of Korea-UNDP partnership;
• To serve as a knowledge Center for comparative experiences and approaches of new development partners in reducing poverty and achieving sustainable human development;
• To facilitate and promote learning, networking, policy dialogue and consultation among new development partners and to contribute to capacity development in developing countries

• Provide direct support to the Director to ensure effective and efficient functioning of the UNDP Seoul Policy Centre office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• Support the overall management of administrative services, management and control of expendable and non-expendable UNDP assets; administer and execute administrative and finance processes and transactions, carry out basic Human Resources administration functions, in full compliance with UNDP rules, regulations, policies and strategies.

Duties and Responsibilities

• Ensures effective and efficient functioning of the office, including communications support;
• Efficient administrative support
• Support to budget management for the office
• Support to administration of supply and assets management
• Support to knowledge building and knowledge sharing

• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director
• Screening of incoming calls and correspondence; arranging world-wide telephone and video conferences.
• Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
• Scan of daily newspapers and key new publications in Korean and presentation of relevant translations/summaries to the Director.
• Management of missions and representation schedule.
• Preparation of correspondence, directives, comments on behalf of the Director for his/her signature; preparation of informal translations.
• Maintenance of rosters of high-level partners, telephone lists and email contact lists.
• Use of automated office management systems for effective functioning of the Director’s and USCP office.
• Maintenance of the electronic and physical filing system and the shared drive ensuring safekeeping of confidential materials.
• Coordination of the information flow in the office.
• Facilitation of information sharing and between UNCT and the Director in his/her function as Designated Official and coordination and preparation of the UN security meetings and reports.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions.

• Has Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Processing and follow-up with HQ and APRC on payment of vendors and F10 claims
• Creation of vendor set-up information in Atlas;
• Petty cash and check management including processing payment, replenishment and reconciliation of reports in ATLAS on a monthly basis and ensuring that the rules on the use of the petty cash are followed
• Process petrol advances and records proper reconciliation as per UNDP financial rules and regulation
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Organization of workshops, conferences, retreats
• Organization of travel arrangements, in coordination with the Driver/Clerk, including drawing up itineraries, preparing travel authorization and visa forms, obtaining clearances and signatures, ticket reservations, collecting tickets, processing travel claims as well as requesting for reimbursement of travel expenses. Maintains travel plans, travel reports and process in ATLAS all the necessary steps/action for this purpose.
• Coordination of DSA, travel agencies, and other administrative surveys,
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Checking and certifying of vehicle daily log and gas consumption, insurance and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Preparation of administrative results-oriented work plans.
• Acts as leave monitor for the Unit staff and sends duly signed attendance reports, leave requests to HQ and APRC in Atlas and physically as required.
• Maintains and updates all administrative and relevant HR electronic and physical files of the Unit.
• Supports the Director in the monitoring of learning Plans.
• Provision of inputs to the office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

• Assistance (provision of inputs) in the preparation of the unit budget in ATLAS.
• Maintenance of administrative control records such as expenditures and closely monitors the office budget in order to ensure that there will be no over expenditures and deficits. using the different monitoring reports available in ATLAS.
• Consolidation and preparation of summary statements for inclusion in the financial statements.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Provision of the information for the audit
• Works closely with BERA HQ in order to ensure that the office is compliant with all the steps related with the closing of accounts for each fiscal year, preparing reports for the office and having it signed by the Director.

• Coordination of assets management in the office, timely preparation of the inventory reports and submission to GSSC via DMS
• Oversight of disposal of items and accuracy of inventory data and reporting.
• Coordinates with the Global Service Shared Centre for proper recording of assets in ATLAS, ensuring that depreciation is calculated correctly.

• Sound contributions to knowledge networks and communities of practice.
• Training of staff on relevant administrative/ financial/HR  procedures
• Briefing/debriefing of staff members on issues relating to area of work

Competencies

• Reports to internal and external clients in a timely and appropriate fashion.
• Organizes and prioritizes work schedule to meet client needs and deadlines.
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
• Analyzes general information and selects materials in support of partnership building initiatives.

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Develops awareness of the various internal/external learning and knowledge-sharing resources

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (including basic knowledge of IFRS or IPSAS).
  
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning knowledge of information technology and applies it in work assignments
• Excellent drafting and oral skills in English

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems
• Demonstrates ability to identify problems and proposes solutions

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• 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. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

• Secondary education, preferably with specialized certification in Accounting and Finance or Administration.
• University Degree in Business or Public Administration, Economics is an asset.

• Minimum 6 years of relevant experience at senior level in administration and finance or programme support service at the national or international level.
• Demonstrated capacity to do basic research.
• Demonstrated capacity to multitask.
• Updated knowledge and proven experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
• Knowledge of IPSAS and/or IFRS  is an asset
  
• Previous work experience in an international setting highly desirable.