Administrative Assistant



Advertised on behalf of :

Location : Bonn, GERMANY
Application Deadline :12-Aug-13 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Sep-2013

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

United Nations Volunteers Programme
The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UNV volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity.

UNV engaged 6,807 UN Volunteers in 2012, on a total of 6,912 assignments. With an average age of 38 years and the requisite professional skills and qualifications of some 5 to 10 years relevant experience, UN volunteers served in 127 countries in 2012 and came themselves from 159. The majority – 79 per cent – come from developing countries themselves. One third of UN volunteers served in their own countries, with the others carrying out international assignments. The financial equivalent of programme activities exceeds US$220 million annually. 

UNV is headquartered in Bonn, Germany and has approximately 165 staff positions – with the majority in Bonn and some positions with different UN peacekeeping and political missions, and in other Headquarters locations (e.g. New York and Tokyo). The major organizational groups within UNV are:

  • The Office of the Executive Coordinator (OEC);
  • The Evaluation Unit (EU);
  • The Corporate Planning and Performance Unit (CPPU);
  • The Volunteer Programming and Management Group (VPMG) comprising the Peace Division (PD) and the Development Division (DD), Volunteer Recruitment Resources Section (VRRS), Quality Assurance Unit (QAU), Volunteer Knowledge and Innovation Section (VKIS);
  • The Partnerships and Communications Division (PCD) comprising the Partnerships Section (PS) and the Communications Unit (CU);
  • The Management Services Division (MSD) comprising the Information and Communication Technology Section (ICTS), Finance Section (FS), Human Resources Section (HRS), the Administration Unit (AU) and  the Common Services Unit (CSU), which provides facilities and support to the UN presence in Bonn.

Organizational setting:
The Management Services Group (MSD) is directly responsible for providing the full range of management services including financial, human resources, procurement, safety and security, administrative, information technology and ATLAS services to UNV Headquarters in a timely, proactive and responsive manner. The clients of MSD include not only UNV Headquarters in Bonn, Germany, but also the other UNBONN organizations and agencies.  


Duties and Responsibilities

Reporting to the Division Chief, MSD, the Administrative Assistant ensures immediate administrative and operational support to the Chief and the Management Services Division in general. The incumbent applies information gathering and management principles as well as administrative rules and regulations. The incumbent works in close collaboration with the other administrative support staff.

Specific duties include the following:

1. Ensures effective and efficient functioning of the Chief’s Office focusing on achievement of the following results:

  • Support to the Chief including scheduling appointments, maintaining diary, responding to invitations, receiving visitors, placing and screening calls and drafting correspondences;
  • Organize, compile, and prepare documentation and materials for meetings and missions;
  • Prepare, coordinate and monitor the Chief’s travels, liaising with travel unit for travel schedule/itineraries and related documents;
  • Coordinate information flow in the Chief, MSD’s office and dissemination of communication to staff as required. Follow-up on deadlines;
  • Support the Chief as liaison to the Host Government.

2. Ensures provision of effective administrative support focusing on achievement of the following results:

  • Provide support to organization of meetings, workshops.  Ensure sufficient supplies have been acquired and venue arrangements are timely and complete liaising closely with administrativestaff;
  • Perform administrative related translation work from German to English and vice versa including some of the incoming emails such as correspondence from German Foreign Ministry;
  • Provide support as division Focal Point to the internal document and data management system:
  • Support in coordination of UN system surveys for Cost of Living, DSA and General Service salaries;
  • Research and retrieve  statistical data from internal and external sources;
  • Follow up on deadlines, commitments made, actions taken and coordination of reports to head of unit;
  • Ensure effective filing, including through automated filing systems, and ensuring safekeeping of documents and other materials required:
  • Act as leave monitor as assigned;
  • Support other UN organizations on behalf of UNV as assigned;
  • Serve as secretary to the UNV Contracts, Assets and Procurement Committee.

Other related duties that may be assigned.
 


Competencies

Functional Competencies:    

Promoting Organizational Learning And Knowledge Sharing

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position (administrative support)
  • Possesses basic knowledge of organizational policies and procedures related to the asset management and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

  • Demonstrates ability to identify problems and proposes solutions
  • Documents processes to support change initiatives

Design and Implementation of Management Systems

  • Uses information/databases/other management systems
  • Makes recommendations related to work procedures and implementation of management systems

Client Orientation

  • 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
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

  • Prepares timely inputs to reports
  • Maintains databases

Core Competencies:

  • 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
  • Informed and transparent decision


Required Skills and Experience

Education:

  • Completion of secondary education. University degree is desirable but it is not a requirement.

Experience:

  • 5 years of progressively responsible secretarial, administrative and/or programme support experience is required.
  • Experience in working with senior officials.

Language Requirements:

  • Fluency in English and German required. Knowledge of an additional UN language is desirable.

Applications should be submitted on line and include an up to date CV and the UNDP Personal History Form (P11) posted at http://sas.undp.org/Documents/P11_Personal_history_form.doc.  Only short-listed applicants will be contacted.

The successful candidate will hold a UNDP letter of appointment.

This post is for local recruitment only. All travel, interview and relocation costs, if any, incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.



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