Programme Administrative Assistant


Location : Accra, GHANA
Application Deadline :25-Mar-15 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-May-2015
Duration of Initial Contract :One Year (with possibility of renewal)

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

Within the context of developing the national policy and strategy to reinforce the water and sanitation (WASH) sector, the Government of Ghana is addressing the urgent and complementary need in supporting disaster prone communities. To that effect, UN-Habitat, UNICEF, UNDP and WHO have developed a Joint Water, Sanitation and Hygiene in Disaster Prone Communities programme (WASH in DPC) for Upper East, Upper West and Northern regions with the objective of improving health and livelihoods in selected disaster prone communities and schools by increasing access to good drinking water and proper sanitation facilities on a sustainable basis.

For this WASH in DPC programme, UN-Habitat, the Convening Agency for the Programme wishes to recruit two Programme Administrative Assistants.

Under the guidance and direct supervision of the Programme Manager (for the one based in Accra) and the Assistant Programme Manager (for the one based in Tamale), the two Administrative Assistants provide support to the effective and efficient management of the “Water, Sanitation and Hygiene in Disaster Prone Communities in Northern Ghana” Programme through a range of actions contributing to the design, planning, management and monitoring of Programme activities.

The incumbents are expected to exercise full compliance with UN programming, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.


Duties and Responsibilities

General Administration and Programme Support Activities:

  • Perform, under minimal supervision, the full range of office management and administrative support functions, including direct assistance to the Programme Manager of the WASH in DPC Programme;
  • Maintain liaison with officials in other Partner UN Organisations (PUNOs) regarding the WASH in DPC programme and other administrative matters;
  • Monitor processes and schedules related to outputs and tasks of the Joint WASH in DPC Programme;
  • Ensure smooth and efficient information flow within the WASH in DPC programme including: preparation and processing of confidential information and assistance in the development and operations of the appropriate office administrative systems and procedures;
  • Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc;
  • Provide assistance in the coordination of programme-wide activities (meetings, training, etc.) and events;
  • Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required;
  • Attend meetings, prepare minutes and monitor follow-up activities;
  • Respond, or draft responses, to correspondence and other communications;
  • Use standard word processing package to produce a wide variety of large, complex documents and reports;
  • Manage, update and further develop internal databases, update website, and generate a variety of standard and non-standard statistical and other reports from various databases;
  • Carry out quality control function for outgoing documents including proofreading and editing texts for adherence for format, grammar, punctuation and style;
  • Maintain files (both paper and electronic) and databases for the WASH in DPC Programme and Respond to information requests and inquiries (e.g. answer requests requiring file search, etc.);
  • Assist in the preparation of presentation materials using appropriate technology/software;
  • Maintain calendar/schedules, monitor changes and communicate relevant information to appropriate staff inside and outside the WASH in DPC Programme Office;
  • Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers etc.);
  • Perform other duties as assigned by the Programme Manager.

Maintains and Analaysis of Budget and Finance information:

  • Monitor status of expenditures and allotments through IMIS, record variations and update budget tables;
  • Consolidate data received and provide support to staff with respect to budget reviews of the programme;
  • Review status of relevant expenditures and compare with approved budget;
  • Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
  • Assist in the preparation of budget performance submissions;
  • Prepare statistical tables and standard financial reports.


Competencies

Communicating information and ideas:

  • Communicating clearly and effectively;
  • Seeking to understand the ideas of others.;
  • Facilitating and encouraging open communication;
  • Creating an environment for open communication;
  • Inspiring and persuading others.

Ethics and values:

  • Taking actions that are congruent with what he/she says;
  • Reliably delivering on promises and honoring commitments made;
  • Demonstrating consistency in upholding and promoting the values of UN/UNDP in actions and decisions;
  • Demonstrating an appreciation of differences in values and learning from cultural diversity.;
  • Moves from demonstrating sensitivity to encouraging full participation, to leveraging diversity. 

Knowledge sharing/continuous learning:

  • Taking responsibility for self-learning and development;
  • Actively seeking learning and career development opportunities;
  • Promoting organizational learning and knowledge management;
  • Building a culture of knowledge sharing and learning.

Organizational awareness:

  • Understanding, building and using formal/ informal systems and contacts in a complex organizational and global environment to obtain results;
  • Moves from an ability to use organizational services to assist others, to applying corporate thinking and applying judgment, to building support and finally, demonstrating political acumen.

Self-management and emotional intelligence:

  • Managing moods, responding effectively to stress, situations of ambiguity or crisis;
  • Managing relationships with others to achieve mutual benefits;
  • Building an emotionally intelligent organization.

Working in teams:

  • Working effectively with colleagues in ways that allow the achievement of shared objectives;
  • Building teams both within existing organizational structures and outside of them;
  • Creating team spirit and unity of purpose across the business unit. 

Functional competencies:

Strategic partnerships

  • Maintaining, and utilizing a broad network of contacts;
  • Maintaining partnerships and strategic alliances;
  • Leveraging the resources of national governments and other development partners.

Client orientation

  • Understanding and meeting or exceeding client needs;
  • Anticipating and addressing client needs and concerns;
  • Developing innovative approaches to meeting client needs;
  • Ensuring overall provision of quality services to clients.

Job knowledge and technical expertise

  • Demonstrating and applying professional and/or technical expertise/knowledge of the post or discipline;
  • Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post;
  • Identifying and seeking to expand knowledge and improve work processes.

Creating visibility for UNDP/supporting UNDP’s capacity to advocate

  • Ensuring that  UNDP has the visibility and corporate image it requires as the key development actor.

Innovation and marketing new approaches

  • Enhance existing processes or products. Developing original and innovative ideas and approaches;
  • Integration in a multi-disciplinary environment.

Promoting accountability and results-based management:

  • Monitoring and promoting practices, procedures and systems that Support accountability and results-based management, while also influencing change in the organizational culture;
  • Results-based programme development and management;
  • Effectively managing core and non-core resources to achieve UN development results.


Required Skills and Experience

Education:          

  • High school diploma or equivalent;
  • Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Experience:       

  • Five years of experience in general office support or related area. 

Language:          

  • Fluency in oral and written English is required;
  • Knowledge of another official United Nations language is an advantage. 

 



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