UN WOMEN Jobs - 47379- Programme and Administrative Assistant

Programme and Administrative Assistant – Bougainville Sub-National Office, Buka

Publié pour le compte de

UN WOMEN

Lieu :

Buka, PAPOUASIE-NOUVELLE-GUINEE

Type de contrat :

Service Contract

Date de commencement :

01-Aug-2014

Date limite de candidature :

30-Jun-14 (Minuit New York, États-Unis)

Niveau du poste :

SB-3

Durée du contrat initial

12 months

Langues requises :

Anglais

Durée prévue de la mission :

12 months with possibility of extension

Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.

Historique

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Programme and Administrative Assistant works with and provides support to the members of the Bougainville Programme in the development and implementation of effective programmes consistent with UN Women rules and regulations.

The Programme and Administrative Assistant also supports the PNG Country Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Programme and Administrative Assistant promotes a client, quality and results-oriented approach.

Devoirs et responsabilités

Programme Management Support :

Provide programme and administrative support to the programme team in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit;
Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers
Assist the programme team in the audit of programmes/projects and support implementation of audit recommendations;
Help the team in providing guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.

Financial Management and Procurement Support:

Create requisitions in Atlas for development projects, register goods receipt in Atlas;
Support the Programme Team in the financial management of Programmes;
Organize, compile and process information from donors, and programme team, as inputs to various databases and documents;
Support the Programme team in the tracking and reporting on mobilized resources;
Make travel arrangements for the Programme Team and Project staff including preparation of travel requisitions and claims;
Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Assistance in the preparation of budget, provision of information for audit.

Administrative Support to the Programme Unit:

Provide administrative support to the Programme Team in the organization of events, meetings and workshops etc;
Draft non-substantive correspondence;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
Create and maintain appropriate folders for reference materials received electronically;
Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to the preparation and implementation of administrative team results-oriented work plans;
Contribute to maintenance of records on assets management and preparation of required reports;
Provision of support to maintenance of premises and common services;
Maintenance of files and records relevant to office premises and related maintenance;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Compétences

Core values / Guiding Principles:

Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work;
Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values: Demonstrate and safeguard ethics and integrity;
Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
Development and Innovation: Take charge of self-development and take initiative;
Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication;
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others;
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge;
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

Functional Competencies:

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unit including logistical support;
Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
Ability to organize and complete multiple tasks by establishing priorities;
Ability to handle a large volume of work possibly under time constraints;
Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
Ability to administer and execute financial processes and transactions;
Ability to manage data, documents, correspondence and reports information and workflow;
Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature;
Ability to support a team and team building skills;
Good knowledge of administrative rules and regulations;
Strong IT skills;
Focuses on result for the client and responds positively to feedback;
Ability to handle web-based management systems;
Attention to detail;
Excellent knowledge of office software packages.

Qualifications et expériences requises

Education:

Completion of secondary education required;
University degree or equivalent in Business or Public Administration or related field is an asset.

Experience:

5 years of relevant experience in administration, procurement, HR, IT or logistic support service;
Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage.

Language Requirements:

Fluency in English is required;
Knowledge of Tok Pisin is an asset.