Administrative Assistant - United Nations Office for Disaster Risk Reduction (UNISDR)


Location : Rio de Janeiro, BRAZIL
Application Deadline :07-Aug-13 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English   Portuguese

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

Organizational Setting and Reporting Relationships: Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of disaster reduction and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in socio-economic and humanitarian fields. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction, UNISDR has over 100 staff located in its headquarters in Geneva, Switzerland, and 5 regional offices and other field presences. Specifically, UNISDR coordinates international efforts in disaster risk reduction, and guides, monitors and reports on the progress of the implementation of the Hyogo Framework for Action; campaigns to create global awareness of disaster risk reduction benefits and empower people to reduce their vulnerability to hazards; advocates for greater investments in disaster risk reduction to protect people's lives and assets, and for increased and informed participation of men and women in reducing disaster risk; and informs and connects people by providing practical services and tools such as PreventionWeb, publications on good practices, and by leading the preparation of the Global Assessment Report on Disaster Risk Reduction and the organization of the Global Platform for Disaster Risk Reduction. The position is located in the secretariat of the United Nations International Strategy for Disaster Reduction`s (UNISDR) office in Rio de Janeiro, more specifically the recently established UNISDR’s Centre of Excellence for Disaster Risk Reduction. The Administrative Assistant will work under the guidance and supervision of the Senior Programme Advisor, Head of the Centre, and will support all the staff of the Centre.


Duties and Responsibilities

Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Summary of Key Functions

• Implementation and maintenance of administrative procedures
• Support to effective and efficient functioning of the Centre (office/operations/ administration)
• Support to administrative and logistical services
• Support to office maintenance and assets management
• Support to events and activities organised by the Centre
• Support to update the Centre`s webpage content

Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Centre`s human resource activities, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports, and follows-up.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Budget and Finance
• Monitors status of expenditures and allotments, records variations, updates budget tables.
• Reviews status of relevant expenditures and compares with approved budget.
• Prepares and follows-up on requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports, when requested.

General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and participants being funded by the Centre.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work files of the Centre (mainly electronic but also paper when needed).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Verifies the contractors' invoices against the goods and services provided by the contractor.
• Follows-up on the payment of contractors' invoices and monitor payments.

Programme Assistance
• Supports the organisation of events and activities of the Centre`s plan-of-work.
• Contributes to the input of information in the Centre`s webpage.

Work implies frequent interaction with the following:
Staff within the Centre and other UN agencies within the same office space and location. Human resource, administrative, accounting staff in UNDP Brasilia and UNISDR ROAM and Headquarters, general support services and conference services staff. Consulting firms.

Results Expected:
Contributes to the effectiveness and efficiency of the Centre, and the implementation of the Centre`s plan-of-work, by providing administrative support and specialized assistance to all staff in the assigned areas of responsibility.


Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.


Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc  (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Education: High school diploma or equivalent. Certification in administration desirable.

Experience: 5 years of relevant experience in administration or programme support service (related to the activities  described n the VA). Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language: Fluency in Portuguese and English.

SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page the UNDP Personal History Form - P11. The P11 can be found in: http://www.pnud.org.br/recrutamento/P11_Personal_history_form.doc  

Only applications made on UNDP Personal History Form - P11 and submmited on time will be examined.

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.

Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted



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