Administrative Associate - GBV - UNFPA ( Open to South Sudanese Nationals Only)


Location : Juba, SOUTH SUDAN
Application Deadline :10-Oct-15 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
Duration of Initial Contract :One year

Background

The Administrative Associate position is located in the South Sudan CO under the overall guidance of the Representative; oversight of the Deputy Representative, and direct supervision of the Gender/GBV Specialist.

The Administrative Associate - GBV substantively contributes to the effective management of UNFPA activities in the GBV programme, which provides integrated programme and technical support within a systems strengthening approach fundamental to UNFPA’s overall strategy.  The Administrative Associate also works in close collaboration with the Operations Manager (OM) and his/her team to ensure timely support to COs on operational matters.

The Administrative Associate - GBV guides and facilitates the delivery of UNFPA programs by monitoring results achieved in the implementation. He/she ensures and guides the appropriate application of systems and procedures and develops enhancements for gender program by providing administrative support to UNFPA’s programmes.  As appropriate and under the direction of the Gender/GBV Specialist and/or the GBV Sub-Cluster    and the Operations Manager the Administrative Associate will also contribute to research, financial management and operational and procedural guidance.

The Administrative Associate - GBV maintains collaborative relationships with all programme and project staff at the CO. Internal contacts include the Deputy Representative, the Programme Specialist, the Programme Officers, and the CO’s programme/ technical team. External contacts include other UN agencies in country and counterparts in Country programme activities. Contacts with staff and other personnel promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision.

Both internal and external contacts include exchange of information on broader aspects of the work area which may include providing clarification of non-routine matters involving some technical input.


Duties and Responsibilities

  • Provide administrative and secretarial support to the GBV Programme;
  • Facilitate incoming missions from Juba or elsewhere;
  • Maintains filing system for UNFPA supported projects in accordance with established classification system;
  • Drafts correspondences on programme related issues in consultation with programme officers;
  • Facilitate logistic support and security related issues;
  • Initiate project needs assessment in consultation with programme specialists;
  • Provides support to the coordination hub by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines;
  • Effectively provides general research support from records, reports and prepares periodic and ad hoc reports on programme and project activities;
  • Summarize information and draft contributions to programme reports, papers, technical notes, and prepares and maintains records documents and control plans for the monitoring of project/programme implementation;
  • Keeps the GBV programmethe GBV Sub-Clusterinformed by providing relevant information, reports or status updates;
  • Organizes meetings; initiates and coordinates preparation of agenda and necessary documentation for meetings as well as workshops and conferences;
  • Acts as Secretary to internal meetings;
  • Drafts routine correspondences;
  • Performs other support duties as required.


Competencies

Core Competencies:

Values / Guiding Principles:

  • Commiment to the Organization and its mandate;
  • Cultural sensitivity;
  • Valuing diversity.

Developing people:

  • Coaching and Mentoring;
  • Performance management;
  • Fostering Innovation and Empowerment.

Personnel leadership and effectiveness:

  • Analytical and strategic thinking;
  • Results Orientation/ Commitment to excellence;
  • Appropriate and Transparent decision making;
  • Knowledge sharing;
  • Continuous Learning.

Building and Managing Relationships:

  • Working in teams;
  • Communication Information and ideas;
  • Self management/Emotional intelligence;
  • Conflict management/ Negotiation & Resolving Disagreement.

Functional Competencies:

  • Logistical support;
  • Managing data;
  • Managing documents, correspondence and reports;
  • Managing information and workflow;
  • Planning, organizing and multi-tasking;
  • Managing financial processes;
  • Job knowledge / technical expertise.Demonstrated ability to work in a team environment.
  • Proficiency in current office software applications;
  • Good basic knowledge of finances and mastery of a series of financial and spreadsheet software;
  • Strong interpersonal and organizational skills;
  • Good writing and communication skills.


Required Skills and Experience

Education:

  • Completed secondary level education required;
  • First level university degree in degree in gender studies and/or other related social science field is desirable.

Experience

  • 6 years previous relevant experience;
  • Previous experience in the UN an advantage;
  • Computer literacy - Word, Excel, Power-point, etc.;
  • Good knowledge of Atlas / Peoplesoft or other ERP system.

Languages:

  • Fluency in English and Arabic is required.

How to Apply

  • Applicants are kindly requested to apply through the following link :  https:\\jobs.undp.org/ by 10 October 2015;
  • Applications received after this date will not be taken into consideration;
  • Applicants will be short-listed on the basis of their qualifications and work experience.
  • Only the short-listed candidates will be invited for interviews.

Important:

There is no application processing or other fee at any stage of UNFPA application processes.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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