UNDP Jobs - 38235- COMDEKS Administrative Assistant (part-time)

COMDEKS Administrative Assistant (part-time)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

02-Sep-2013

Application Deadline :

28-Jun-13 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 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

The Ministry of the Environment of Japan (MOEJ), the Secretariat of the Convention on Biological Diversity (SCBD), the United Nations University (UNU), and the United Nations Development Programme (UNDP) have agreed to support a project titled Community Development and Knowledge Management for the Satoyama Initiative (COMDEKS) as the flagship of the International Partnership for the Satoyama Initiative (IPSI). The COMDEKS project has been designed to support local community activities to maintain and rebuild socio-ecological production landscapes and seascapes and to collect and disseminate knowledge and experiences from successful on-the-ground actions for replication and upscaling in other parts of the world.

The project is implemented by UNDP with the United Nations Office for Project Services (UNOPS) as the Responsible Party.

UNDP-GEF is seeking a part-time Administrative Assistant to aid in handling additional workload related to the COMDEKS Project. The COMDEKS Administrative Assistant will work under the overall guidance and supervision of the COMDEKS Project Coordinator and the UNDP-GEF Senior Technical Advisor for Community Resilience and Sustainability. The Administrative Assistant provides support to the COMDEKS 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.

Duties and Responsibilities

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 by working closely with the UNOPS counterparts;
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, ensures budget availability/recording, verifies requests for final payments, and ensures preparation of consultants' evaluations;
Assist with travel/mission arrangements and process travel and expenditure claims;
Provide logistical support in coordinating events 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.

Support to knowledge building and sharing:

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

Impact of Results

The key results have an impact on the implementation of the project logistical and operational management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client oriented approach enhances UNDP’s capability in provision of logistical and administrative services.

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.

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:

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/procurement certification would be considered an advantage;
Good knowledge of Atlas and UNDP Finance and Accounting structure will be considered an advantage;
Good Knowledge of UNDP-GEF is an advantage.

Language:

Fluency in spoken and written English.

UNDP Personal History form (P11 required of all applicants):

http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc.

Successful completion of UN Clerical Exam.