Jobs - 78306- Administrative Project Officer

Administrative Project Officer

Location :

Dakar, SENEGAL

Type of Contract :

Service Contract

Starting Date :

01-Jun-2018

Application Deadline :

27-Apr-18 (Midnight New York, USA)

Post Level :

SB-4

Duration of Initial Contract :

one year renewed based on performance and funds availability

Languages Required :

English French

Expected Duration of Assignment :

one year renewed based on performance and funds availability

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

Under the overall guidance of the Head of Law Enforcement Section and the direct supervision of the Crime Prevention and Criminal Justice Officer heading the Trafficking in Persons / Smuggling of Migrants Unit, the Assistant Project Officer provides programme support services ensuring high quality, accuracy and consistency of work.

The Assistant Project Officer works in close collaboration with the operations, programme and project staff in the UNODC Regional Office for West and Central Africa (hereafter, the Regional Office) and country offices within the region as required to exchange information, analytic and support programme delivery.

Duties and Responsibilities

Summary of Key Functions

Analyze and provide administrative support to the trafficking in persons/smuggling unit (60%)
Contribute to management of the trafficking in persons/smuggling of migrants portfolio (20%)
Contribute to resource mobilization for the Unit in West and Central Africa (10%)
Support to knowledge building and knowledge sharing (10%)

Provides administrative support to the trafficking in persons / smuggling of migrants Unit, focusing on achievement of the following results:?

Prepare all travel requisitions and purchase orders for missions and regional/national workshops and meetings;
Assume the role of focal point between the project staff and vendors;
Flows the execution of contracts as required for the implementation of activities, in line with procurement and financial rules;
Support the programming of the activities by the sub-recipients
Prepare all documentation for missions and regional/national workshops and meetings;
Prepare all correspondence with partners, donors and national counter-parts;
Handle all logistical arrangements for regional/national workshops and meetings;
Liaise with all related service providers and with travel agencies to purchase flight tickets for staff and workshop/meeting participants;
Follow-up on all financial matters related to the Unit’s portfolio;
Maintain archives of all administrative actions of the Unit’s portfolio;
Support all other administrative, operational and logistical aspects, as required.

Provides effective support to management of the Regional Office programme focusing on the achievement of the following results:

Support project coordinators in UMOJA-related transactions, support to the preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
Liaise with UNODC HQ, as required, to ensure seamless project implementation;
Constantly develop the management and coordination of the Unit’s working modalities related to travel, procurement and human resources through developing structures needed to assure that all actions are efficiently performed using standardized models developed.
Present information for audit of projects.

Contribute to resource mobilization, focusing on achievement of the following results:

Support donor roundtables and ensure follow-up with donors,
Work closely with national counterparts to build cooperative relationship and coordinate with national project officers to ensure timely and coordinated execution of tasks.
Support the drafting and publication of project documents and communication materials, mission reports, progress reports and evaluation reports.

Supports knowledge building and knowledge sharing in the Regional Office focusing on achievement of the following results:

Review national and regional press outlets and share information about trafficking in persons / smuggling of migrants with the Unit;
Contribute to a culture of knowledge building and knowledge sharing in the Regional Office.

Impact of Results

Timely, professional and accurate support to activities implemented by the trafficking in persons / smuggling of migrants’ unit will have an impact on the implementation quality of the UNODC programme. A client-oriented and efficient approach impacts positively the image of UNODC in the region.

Competencies

Professionalism: 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.
Planning & organizing: ability to develop clear objectives in accordance with agreed upon strategies; to identify tasks and activities that have to be dealt with as a matter of priority; to adjust priorities if required; to allocate appropriate time and resources to completing tasks; to anticipate risks and to adopt corrective measures in the course of planning and executing activities; to use time in an effective manner;
Teamwork: ability to work collaboratively with colleagues to achieve organizational goals, solicits input by genuinely valuing new ideas and expertise; willingness to learn from others; place team agenda before personal agenda; support and act in accordance with final group decisions, even when such decisions may not entirely reflect own position; share credit for team accomplishments and accepts joint responsibility for team shortcomings; ability to work with a small team of professional staff; flexible approach and willingness to assist with a variety of other tasks;
Client orientation: Considering all those to whom services are provided to be “clients” and seeking to see things from clients’ point of view; establishing and maintaining productive partnerships with clients by gaining their trust and respect; identifying clients’ needs and matching them to appropriate solutions; monitoring ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeping clients informed of progress or setbacks in projects; meeting timeline for delivery of products or services to client.

Required Skills and Experience

Education

University Degree (Master) in Business Management, Public Administration, Budget and Finance, or Human Resources.

Experience

At least 3 years of relevant administrative or programme/project support experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Experience in administration, budget, finance, human resources management or related field is highly desirable. Experience in work related to tackling trafficking in persons or migration at the national or international level would be an advantage. Experience in working with UN Secretariat project management tool (UMOJA) is an advantage.

Language Requirements

Excellent written and verbal communication skills in French and English are required.