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|Location :||Dakar, SENEGAL|
|Application Deadline :||09-Sep-18 (Midnight New York, USA)|
|Additional Category :||Management|
|Type of Contract :||FTA Local|
|Post Level :||GS-6|
|Languages Required :||English French|
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||12 months renewable, subject to satisfactory performance and funding availability|
Under the overall guidance of the Head of the Law Enforcement Section and the direct supervision of the Head of the Trafficking in Persons / Smuggling of Migrants Unit of the UNODC Regional Office based in Dakar, Senegal, the Programme Associate will be responsible for all administrative tasks and selected substantive assignments related to the implementation of the PROMIS Project, aiming at Strengthening West African States to develop a human-rights based approach to smuggling of migrants and toeffectively respond to human rights violations related to irregular migration. He/she and will work collaboratively with other staff from the Trafficking in Persons / Smuggling of Migrants Unit as well as UNODC Regional Office’s support team.
Summary of Key Functions
Support to formulation and publication of project documents and annual reports (15%)
Contribute to monitoring and grants management (30%)
Analyze and provide administrative support for the implementation of activities (40%)
Support to knowledge building and knowledge sharing (15%)
Duties and Responsibilities
Impact of Results
Timely, professional and accurate support to all activities implemented will have an impact on the implementation quality of the UNODC programme. A client-oriented and efficient approach will impact positively on the image of UNODC in the region.
Programme planning support
Provide programmatic support in the preparation of work plans, budgets, and funding proposals, including initial drafts, compilation of comments on the different iterations and finalization;
Gather, compile and process data and information from beneficiary countries, donors, Regional Office, and project team for the preparation of documents, guidelines, speeches and position papers in relation to programme planning.
Assemble briefing materials and prepare power-point and other presentations for the Regional Coordinator;
Monitoring and grant management
Support the Regional Coordinator in the tracking and reporting on mobilized resources;
Monitor on an ongoing basis the budgets, allocations and expenditures by grant, and prepare required budget revisions;
Review financial reports;
Undertake procurement and related financial arrangements in coordination with the Administrative and Finance Unit.
Administrative and project implementation support
Maintain regular contacts with project stakeholders in all countries currently covered by TIP&SOM projects as well as with other countries where the programme may operate in the future;
Gather, compile and process data and information from beneficiary countries, donors, Regional Office, and project team for the preparation of documents, guidelines, speeches and databases in relation to programme management; draft correspondences, reports (substantive and financial), documents and publications;
Assist in drafting evaluation reports as required;
Attend meetings to represent TIP&SOM on subjects related to the implementation of the project in the region;
Arrange appointments, meetings, trainings and missions including participants’ travels and administrative arrangements; negotiate and secure meeting venues; interpretation, prepare meeting documents and meeting reports;
Collect statistics, data and information to be used for substantive monitoring and evaluation;
Undertake further research activities as required;
Proactively maintain the activities of the regional project coordination office while other project staff are on mission;
Perform interpretation and translation between English and French as required.
Support to knowledge building and knowledge sharing
Support synthesis of lessons learnt and best practices related to programme planning and management;
Support synthesis of lessons learned and best practices related to programme funds;
Maintain effective electronic and hard copy filing systems.
Planning & organizing:
Ability to develop clear objectives in accordance with agreed-upon strategies;
Identify and prioritize tasks and activities; adjust priorities if required; allocate appropriate time and resources to completing tasks;
Anticipate risks and adopt corrective measures in the course of planning and executing activities;
Use time in an effective manner.
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;
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.
Very good communication skills, including the ability to draft communications and studies to various counterparts, and to articulate ideas in a clear and concise manner;
Ability to listen to others, correctly interpreting messages from others and responding appropriately;
Demonstrating openness in sharing information and keeping people informed;
Ability to work collaboratively with colleagues to achieve organizational goals, and to solicit 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;
Required Skills and Experience
Completion of secondary school is required; a university degree in the fields of business, management or public administration (or relevant) is required.
At least 6 years of experience in administrative, programme and /or management support is required
Experience in administrative, programme and / or management support to technical assistance programmes
Knowledge of United Nations procedures and rules as well as working experience with U.N. administration and financial management is a strong asset.
Excellent computer skills (MS Word, Excel, Powerpoint, internet, e-mail) are required.
Excellent written and verbal communication skills in English and French
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.