Antecedentes

Posted in Accra under the overall supervision of the UNODC Representative for West and Central Africa and under the substantive guidance of the Law Enforcement Expert (Head Organized Crime, Illicit Trafficking and Terrorism Section) and the UNODC National Programme Coordinator in Ghana, the Administrative Assistant will be responsible for providing administrative support to implementation of national projects in Ghana

Deberes y responsabilidades

Description and Responsiilities:

• Coordinate with national project officers hired under the project to ensure timely and coordinated execution of tasks;
• Support the project coordinators in drafting progress reports, mission reports, evaluation reports etc.;
• Draft responses to correspondence and other communications; produce a wide variety of large, complex documents and reports;
• Assists in the preparation of presentation materials using appropriate software;
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
• Maintains calendar/schedules; monitors changes and communicates relevant information to the project coordinator and appropriate staff inside and outside the immediate work unit;
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;
• Performs data entry and extraction functions as necessary;
• Performs general administrative tasks, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Performs other duties as assigned.

The work implies frequent interaction with UN Staff in related organizational units across the organization, national stakeholders, partners and experts.

Competencias

Corporate Competencies:

• Demonstrates commitment to UNODCs mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Highest standards of integrity, discretion and loyalty.

Functional Competencies:

Professionalism:

• Knowledge of general office and administrative support including administrative policies, processes and procedures;
•  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.

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.

Habilidades y experiencia requeridas

Education:

• University degree in the fields of administration/human resources management, finance, social sciences or relevant areas;
• Good knowledge of Microsoft Office packages (Word, Excel and PowerPoint) and experience in handling of web based management systems.

Experience:

• Experience in general office support, project management or related area is desirable;
• At least two (2) years of relevant work experience;
• Practical experience in UN administration and financial management is a strong asset;
• Experience in administration, budget, finance, human resources management or related field is highly desirable;
• Work experience in a United Nations field office, particularly in West Africa, will be considered an asset;
• Experience in working with UNODC project management tools is a strong advantage;
• Knowledge of audit, finance and budget development;
• Readiness to travel within the region.

Languages:

• For the post advertised, excellent written and verbal communication skills in English is required.