UNDP Jobs - 40998- Administrative Assistant / Global Fund

Administrative Assistant / Global Fund

Location :

Port-au-Prince, HAITI

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

18-Oct-13 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

6 mois

Languages Required :

English French

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

UNDP is a key partner to the Global Fund to fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Haiti.

In this role as Principal Recipient, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and services delivery. UNDP’s management role consists in implementing grants, ensuring financial accountability, and training of national and international counterparts and programme management and financial accountability.

Fort the implementation of the Global Fund programme, UNDP Haiti has established a Programme Management Unit (PMUD) that will coordinate the implementation of the projects and provide general guidance of Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects.

Under the guidance and direct supervision of the Project Coordinator, the Administrative Assistant ensures effective and efficient functioning of the PMU. The Administrative Assistant (AA) provides leadership for the administrative functions of the PMU and gives guidance on the same to the administrative staff of PMU.

The Administrative Assistant serves as focal point for all communication and appointment with Project Coordinator coming from the internal and external partners.

Duties and Responsibilities

Functions / Key Results Expected
Summary of Key Functions:

Ensures effective and efficient functioning of the PMU;
Ensures provision of effective communications support to the Project Coordinator;
Provides support to effective advocacy of PMU’s activities;
Administrative support to the Project Coordinator;
Ensure timely updating of website
Ensures facilitation of knowledge building and management.

The Administrative Assistant ensures the following responsibilities:

Ensures effective and efficient functioning of the PMU focusing on achievement of the following results:

Manages the schedules / calendar for the Project Coordinator with external and internal parties including visitor from external organizations, other UN agencies, National institutions, Global Fund, UNDP Global Fund support team and LFA Missions to the PMU, HQ and country office staff, as well as internal and external meetings, determining priority requirements;
Undertake all travel arrangement for the Project Coordinator;
Preparation of briefing materials for appointments, meetings, missions;
Maintenance of rosters of important contacts and telephone lists;
Preparation of moderately complex correspondences, on behalf of Project Coordinator for his/her signature and making follow-up when required;
Management of email and correspondence flow, ensuring prioritization and effective follow-up.

Ensure provision of effective communications support to the Project coordinator focusing on the achievement of the following results:

Review of all correspondence for proper clearance prior to the Project Coordinator’s signature; distributes outgoing correspondence cleared or signed by the Project Coordinator;
Direct responses to inquiries or redirect them to the substantive focal points within the PMU;
Maintenance of the filing system;
Coordination of the information flow in the PMU and follow up;
Facilitation of information sharing between Project Coordinator and CO Senior Management;
Follow up on deadlines, commitments made, actions taken;
Screening of all incoming calls and correspondence.

Provides support to effective advocacy of the UNDP and Global Fund PMU activities in close consultation with Project Coordinator focusing on the achievement of the following results:

Supports the Project Coordinator in facilitating his/her interaction with various external partners;
Maintenance of information on the Project Coordinator’s official activities;
Updating the UNDP – Global Fund website;
Research , obtain and ensure the Project Coordinator’s requirements for background materials for briefings, meetings, official missions and appointment;
Preparation of public Information materials / folders as requested;
Organize official meetings for the Project Coordinator.

Provides administrative support to the PMU focusing on achievement of the following results:

Proper control of the supporting documents of r Project Directors travel;
Maintenance of internal expenditures control system which ensures that Requisitions and POs are processed in Atlas;
Procurement of office computers and supplies of the Unit.

Ensures facilitation of knowledge building and management focusing o achievement of the following results:

Contributions to knowledge networks and communities of practice.

Impact of results:

The key results impact on the overall successful achievement and sustainability of the Global Fund Programme in Haiti.

Competencies

Corporate competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission and strategic goals of UNDP;
Display cultural, gender, religion, race, nationality and age sensitivity and adapt ability.

Functions competencies:

Knowledge Management and Learning

Shares knowledge and experience form within and outside de PMU;
Encourages PMU staff to share knowledge.

Development and Operational Effectiveness:

Ability to perform a broad range of specialized activities of the PB including support to implementation of UN Reform;
Ability to provide input to business processes re-engineering, implementation of new systems;
Ability to outreach within UNDP and broad UN system.

Leadership and Self-Management:

Focuses an result for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates strong oral and written communication skills;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities;
Responds positively to critical feedback and differing points of view;
Solicits feedback from staff about the impact of his/her own behavior.

Required Skills and Experience

Education

Secondary education with specialized administrative or office management Training
University Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related filed would be desirable, but it is not a requirement.

Experiences:

5 to 7 years of progressively responsible administrative or programme experience is required at the national or international level;
Experience in the usage of computers and office software packages (Ms Word, Excel, HTML etc) and advance knowledge of spreadsheet and database packages, experience in Broad exposure to both UNDP and UN staff a partners a significant advantage.

Language Requirements:

Fluency in English and French with good verbal and written skills.