Program / Administrative Associate
• Organization:
UNDP - United Nations Development Programme
• Location:
New York City (United States of America)
• Grade: GS-6,
General Service - No need for Higher Education - Locally recruited position -
Administrative support
• Occupational
Groups:
o Operations
and Administrations
o Project
and Programme Management
UNDP is the knowledge frontier organization for sustainable
development in the UN Development System and serves as the integrator for
collective action to realize the Sustainable Development Goals (SDGs). UNDP’s
policy work carried out at HQ, Regional and Country Office levels, forms a contiguous
spectrum of deep local knowledge to cutting-edge global perspectives and
advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a
network of field-based and global technical expertise across a wide range of
knowledge domains and in support of the signature solutions and organizational
capabilities envisioned in the Strategic Plan.
Within the GPN, the Crisis Bureau (CB) guides UNDP’s
corporate crisis-related strategies and vision for crisis prevention, response
and recovery. The Bureau has the responsibility for support to prevention,
crisis response, resilience and recovery work under the auspices of UNDP’s
Strategic Plan. On the other hand, the Bureau for Policy and Programme Support
(BPPS) has the responsibility for developing all relevant policy and guidance
to support the results of UNDP’s Strategic Plan. As part of the Global Policy
Network (GPN), the Crisis Bureau works in an integrated manner with UNDP’s
Bureau for Policy and Programme Support (BPPS) ensuring that issues are fully
integrated into UNDP’s development programmes.
In this context and to prepare for, respond to, and support
recovery from major crises, UNDP Country Offices (COs) have often to meet
multiple demands and pressures in addition to their usual workload. Under these
circumstances, COs often have a critical need for additional capacity to help
them meet these demands and facilitate essential roles in these areas. UNDP has
through the Country Support Management Team (CSMT) of the CB, several deployable
capacities that can be drawn upon, including SURGE Advisors, and external
experts from the GPN/ExpRes roster and Stand-by Partners. UNDP periodically
commissions reviews of its SURGE support and deployments mechanism to ensure
systems remain up to date and new technology and ideas are brought on board.
To support these deployments of expertise and other crisis
response/recovery related operational requirements of UNDP COs on an urgent
basis the Programme/Administrative Associate will work under the direct supervision
of the Programme Analyst (Crisis Operations) and is entrusted with providing
administrative operational support to the management, monitoring and
improvement of the programme.
DUTIES AND RESPONSIBILITIES
1) Support for the
formulation, implementation, management and monitoring of the Unit’s
programme portfolio:
• Provides
programme/project management support to the Unit, such as:
• Creating
and managing projects in ATLAS.
• Providing
COA authorizations; creating requisitions, raising receipts; implementing
budget and project award revisions; and project status; determination of
unutilized funds, maintaining the internal expenditures control system.
• Tracking,
monitoring, and reporting on the use of project resources.
• Conducting
budget checks for accuracy of Requisitions, Purchase Orders and Payment
Vouchers.
• Ensures the
compliance of arrangements for project approval, implementation, general
operations, and closure of projects with UNDP policies and regulations.
• Generates reports
and information on routine implementation of projects and programme/project
status; Reviews, verifies and reconciles financial data and reports to ensure
accuracy and conformity with UNDP financial and administrative rules and regulations;
and
• Identifies and
escalates project related issues, proposing and contributing to the development
of solutions.
2) General
operational and administrative support to the Unit
• Facilitate IC
processes through both GPN Roster and CPU cases.
• Initiate
CPU requests in the case management system, support document elaboration/flow
and processing information in the operation side (each contract or amendment
requires at least 5 documents to be developed, with the additional load from
processing signatures, clearing processes, etc.)
• Once
procurement process is finalized, maintain contract management - including
issuing amendments, clearances processes, etc.
• Process
vendor creation, raise e-req, follow-up approval process, PO issuance,
• process
requests for payments in the system: COPs, timesheets receipts, payment
requests in the system.
• Support other
procurement processes (direct contracts, credit card or micro purchasing
processing when needed): document development, vendor creation, communication
with vendors on admin issues, payments to vendors, etc.
• Perform market
research and find the best option for the procurement of goods and services;
Advise on best solutions for these procurement processes.
• Process official
Unit Mission Travel Requests, including timely follow-up action on
medical/security clearance, claims, signatures as appropriate, and ensuring
preparation of the necessary documents in ATLAS.
• Monitor all
travel-related payments for the Unit, liaising appropriately with the relevant
staff members, as required.
• Provide
administrative and logistical support for donor meetings, country/region
specific meetings, workshops, trainings, conferences, retreats and any other
special events.
• Provide inputs into
the unit’s administrative business processes mapping and implementation of the
internal standard operating procedures (SOPs).
• Support the HR
recruitment process.
• Backstop
procurement processes, including preparation of CAP and ACP submissions.
Backstop unit members on programme management during
absences and mission travel.
3) Manages the
Unit’s portfolio documentation
• Prepares
information for the audit of projects and follow-up/support to the
implementation of audit recommendations;
• Proof-reads,
edits and translates reports as
necessary for in-house dissemination and/or publication;
• Collects
and disseminates information related to thematic area, including inputs for
donor reports and provides information when requested from various sources;
• Following
the established filing and archiving standards and procedures for the Bureau,
organizes, updates and maintains all project/programme-related documents; and
• Scans and
ensures proper digital filing of all Unit documents that must be retained in
support of corporate policies.
4) Promotes
knowledge building and knowledge sharing in the relevant area
• Prepares
reports synthesizing lessons learnt and good practices;
• Contributes
to and administers events pertaining to
UNDP knowledge networks; and
• Supports
the development of training, learning materials and activities by developing
substantive components.
COMPETENCIES
Core
Innovation
• Ability
to make new and useful ideas work.
Leadership
• Ability
to persuade others to follow.
People Management
• Ability
to improve performance and satisfaction.
Communication
• Ability
to listen, adapt, persuade and transform.
Delivery
• Ability
to get things done while exercising good judgement.
Technical/Functional
Organizational Skills
• Demonstrated
capacities to perform multiple taks, in multi-cultural environment and dealt
with confidential matters.
Office Administration
• Ability
to manage day-to-day office activities (including but not limited to travel
management, facilities and asset management, policy and procedures maintenance)
to meet operational needs.
Reviewing and reporting
• Ability
to review and edit documents, ability to produce meeting report identifying key
actions.
Development and Operational Effectiveness
• Programme
management skills and communication skills.
Research
• Knowledge
of analytical tools and methods for undertaking substantive research on various
policy related issues.
REQUIRED SKILLS AND EXPERIENCE
Education:
• Secondary
education. University Degree in Business or Public Administration, Economics,
Political or Social Sciences would be desirable, but it is not a requirement.
Experience:
• 6 years
of progressively responsible administrative or programme experience is required
at the national and/or international level.
Proficiency in IT software packages (MS Word, Excel, etc.) and advanced
knowledge of spreadsheet and database packages, experience in handling of web
based management systems is required.
Language Requirements:
• Fluency
in English both oral and written, is required; working knowledge of other UN
official language is an asset.
Other:
• Passing
the UN Clerical or ASAT Examination is a requirement.
DISCLAIMER
Important applicant information
Internally advertised General Service (GS) fixed-term
appointment (FTA) positions located in Headquarters are open to GS staff
members currently serving in New York/Washington D.C. who hold a UNDP permanent
or FTA who are either US Permanent Residents, US citizens or holders of a valid
G4 visa at the time of their application and whose G4 visa has been acquired on
account of their employment in the UN Systems based in New York or Washington,
DC.
Current UNDP GS staff serving outside of HQ must meet the
eligibility criteria stated above prior to their application.
Selected candidates who meet the above mentioned eligibility
criteria are responsible for their own travel and/or relocation costs
Local recruitment
All posts in the GS categories are subject to local
recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more
candidates from this vacancy announcement.
We may also retain applications and consider candidates applying to this
post for other similar positions with UNDP at the same grade level and with
similar job description, experience and educational requirements.
Scam warning
The United Nations does not charge any application, processing,
training, interviewing, testing or other fee in connection with the application
or recruitment process. Should you receive a solicitation for the payment of a
fee, please disregard it. Furthermore, please note that emblems, logos, names
and addresses are easily copied and reproduced. Therefore, you are advised to
apply particular care when submitting personal information on the web.
The United Nations does not charge any application,
processing, training, interviewing, testing or other fee in connection with the
application or recruitment process. Should you receive a solicitation for the
payment of a fee, please disregard it. Furthermore, please note that emblems,
logos, names and addresses are easily copied and reproduced. Therefore, you are
advised to apply particular care when submitting personal information on the
web.
We do our best to provide you the most accurate info, but
closing dates may be wrong on our site. Please check on the recruiting
organization's page for the exact info. Candidates are responsible for
complying with deadlines and are encouraged to submit applications well ahead.
BACKGROUND
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.
Job Purpose and Organizational Context
Contact: +46 8 12 14 78 20
Source: Source : https://www.impactpool.org
For More Jobs
Read Helpful Books For Your Life
Gold Making Way After Work Time
