Historique
This post is based in Dakar, in the UNODC Regional Office for West and Central Africa (ROSEN), within the Coordination and Monitoring Unit. The incumbent reports directly to Deputy Regional Representative and the Head of Research, and is under the overall supervision of the Deputy Regional Representative.
Devoirs et responsabilités
Responsibilities
Under the direct supervision of the Head of Research and the overall supervision of the Deputy Regional Representative, the Administrative Services Officer will support the administrative and technical implementation of the Research and Coordination Units of ROSEN.
Within limits of delegated authority, the Administrative Services Officer performs the following tasks:
- Proactively maintain the activities/ Ensure the backstopping of the team while other project staff is on mission or on leave;
- Analyze and provide administrative support to the Research programme unit;
- Support the preparation and closing of missions and large-scale events;
- Monitor workplans to ensure smooth reporting and office coordination;
- Coordinate with team members to ensure timely and coordinated execution of tasks;
- Support the drafting progress reports, mission reports, evaluation reports etc;
- Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
- Prepare the presentation materials using appropriate technology/software;
- Analyze on a monthly basis the programmatic and financial execution and support, if necessary, the reprogramming of the activities;
- Review, record, distribute and/or process mail and other documents;
- Participate in the collection and dissemination of Research session, guidelines, publications and documentation;
- Provide support to TPB staff members, national and international experts/consultants in the preparation of their missions and for all related administrative and logistic issues (communication, contracts, agenda, visas, hotel reservations, etc.);
- Performs other duties as assigned.
Work implies frequent interaction with the following
Staff in related organizational units across the organization, including national stakeholders and partners, experts invited to provide input in meetings etc.
Summary of Key Functions:
- Support to formulation and publication of ROSEN documents and annual reports (15%)
- Contribute to coordination of ROSEN (15%)
- Contribute to management of the Research and Coordination Units (40%)
- Contribute to mission and event organization (15%)
- Support to knowledge building and knowledge sharing (15%)
Provides effective support to the management of Research and Coordination Units in ROSEN focusing on the achievement of the following results;
1. Creation of projects in ProFi and/or UMOJA preparation of budget revisions, revision of project award and project status, ?
2. Determination of unutilized funds, operational and financial closure of a project;
3. Collection, analysis and presentation of information in support to Programme formulation, implementation and reporting
4. Support the drafting and publication of Programme documents, mission reports, progress reports and evaluation reports.
Provides administrative support to the Research and Coordination Units focusing on achievement of the following results:
- Preparation of non-PO vouchers for development projects;
- Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Creation of requisitions in ProFi and/or UMOJA for development projects registers of goods receipt in ProFi and/or UMOJA.
- Making budget check for requisitions, POs and vouchers.
- Preparation of documentation for missions and regional/national workshops and meetings;
- Liaise with programme related service providers and with travel agencies to purchase flight tickets for staff and workshop/meeting participants;
- Maintain archives of programme documentation and administrative actions in the programme unit;
- Participate in the supervision of the activities;
- Preparation of correspondence with partners, donors and national counter-parts;
- Follow-up on financial matters related to the programme;
- Support other administrative, operational and substantive issues, as required.
Preparation of vouchers requisitions for development projects can be performed either by Programme Associates or by Programme Assistants depending on the set up of the office.
Voucher creation functions in the offices with Service Centres or Project offices, can be performed either by Service Administrators of Service Centres or Finance Assistants of Project offices.
4. Supports resource mobilization focusing on achievement of the following results:
- Review of contributions agreement, managing contributions;
- Support donor roundtables and ensure follow-up with donors, as required;
- Review of donor contribution agreements and ensure all donor requirements are met, including timely reporting.
Supports knowledge building and knowledge sharing in ROSEN focusing on achievement of the following results:
- Participation in the trainings for the operations/ projects staff on programme;
- Review national and regional press outlets and share information with the programme unit;
- Contribute to a culture of knowledge building and knowledge sharing in the Regional Office
IV. Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNDP and or UNODC programme. A client-oriented and efficient approach impact on the image of UNODC in the Region.
Results Expected
Effectively delivers of a wide range of administrative and office support functions under moderate supervision.
Regularly assists in drafting routine correspondence and other communications.
Accurately and in a timely manner, produces a range of documents, reports and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes.
Establishes effective working relationships with internal and external contacts at all levels.
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Compétences
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
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Core Competencies:
- Demonstrating/safeguarding ethics and integrity;
- Demonstrate corporate knowledge and sound judgment;
- Self-development, initiative-taking;
- Acting as a team player and facilitating team work;
- Facilitating and encouraging open communication in the team, communicating effectively;
- Creating synergies through self-control;
- Managing conflict;
- Learning and sharing knowledge and encourage the learning of others.
- Promoting learning and knowledge management/sharing is the responsibility of each staff member;
- Informed and transparent decision making
Qualifications et expériences requises
Education
Master in Business or Public Administration, law, Economics, Political Sciences and Social Sciences would be desirable.
Experience
3 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Experience in general office support, human resources, project management or related area is desirable.
Language Requirements
Fluency in the French and English and national language of the duty station is essential.
NOTE: Open for Senegalese or resident with working permit