Job Vacancies United Nations Development Programme (UNDP), December 2010

Job Vacancies United Nations Development Programme (UNDP)
Position: Administrative Assistant – Management Project Funded (MPF), New York
Closing Date: Wednesday, 22 December 2010
Location: United States of America, New York

Background
Under the leadership of the UNDG Chair, and with the guidance of the UNDG, the overall objective of the United Nations Development Operations Coordination Office (DOCO) is to support the strategic priorities of the UNDG, and related coordination goals, and to meet DOCO’s responsibilities under the Management and Accountability (M &A) system, in furtherance of the TCPR framework. DOCO supports the UNDG at all levels to better support national partners in meeting the MDGs/IADGs and other critical national development priorities, specifically, the UNDG and its Advisory Group at Headquarters, Regional UNDG Teams, and RCs and UNCTs. In carrying out its responsibilities, DOCO works closely with other UN entities and stakeholders (including DPA, DPKO, DSS, WB, OCHA and the Policy Committee in case of crisis countries), and through various interagency mechanisms.

The Director provides strategic leadership for DOCO, and advice and guidance to the UNDG Chair; oversees and leads DOCO’s efforts to facilitate and support implementation of UNDG strategic priorities, and related coordination goals, and to meet DOCO’s Management and Accountability (M&A) system responsibilities, in furtherance of the TCPR framework. The Director will ensure that DOCO meets its responsibilities to enable the UNDG at all levels to better support national partners in achieving the MDGs/IADGs and other critical national development priorities.

In meeting these responsibilities, the Director will be supported by the staff in the Office of the Director. The Office of the Director’s principal focus and orientation will be external, strategic, and long-term, its internal priority being the continuous improvement of DOCO’s effectiveness within the context of broader UNDG strategy and operational priorities, as implemented by DOCO’s Senior Management Team.

The Office of the Director will perform the following services:
* Support to the UNDG in the development and on-going review and refinement of UNDG strategy and the M & A system.
* Support to the UNDG in the systematic implementation of its strategy.
* Progress Reporting to the UNDG.
* Support of UNDG governance.
* UNDG Strategic communications.
* Overall management of DOCO
* DOCO External Relations
* Representation of UNDG
* Corporate reporting requirements

The Administrative Assistant reports to the Special Assistant to the Director for supervision and general direction and is responsible for providing administrative support to the UNDG Secretariat and the Office of the Director of DOCO.

Duties and Responsibilities
Summary of functions
* Support to the activities of the UNDG Secretariat
* Administrative support

1. Support to the activities of the UNDG Secretariat
* Coordinate the timely preparation and communication of invitations/documentation for all meetings of UNDG/Advisory Group. Perform follow-up with participants.
* Coordinate and oversee meeting logistics (including venue, video/teleconferencing and hospitality) for participants of all the above meetings
* Ensure briefing materials are compiled and made available to the Special Assistant to the Director in advance of UNDG–related meetings
* Keep up to date the lists of UNDG/Advisory Group members and DOCO donor groups.
* Create, manage and maintain up-to-date templates of email groups of UNDG/Advisory Group
* Utilize the content management system, post documents related to UNDG meetings and lists of members on UNDG web site and perform revisions to posted documents when required
* Manage and maintain UNDG files, both hard and electronic copies, and organize the share drive.
* Ensure that the offices of the UNDG members receive all relevant information and documents to UNDG agencies as requested by functional clusters.
* Respond to inquiries or redirect them to the substantive focal point in DOCO.

2. Administrative support
Provide general administrative support to the Special Assistant to the Director.
Manage the planning, monitoring and reporting of the allocated financial resources for the Directorate.
Maintain financial records and data for effective management of the Directorate resources.
Initiate procurement activities related to the Directorate.
Proper control of the supporting documents for contracts, payments and approval
Undertake and support travel arrangements for the Directorate, including the DOCO Director
Draft routine correspondence for the Director
Back-up the Executive Associate (in-coming/out-going emails, mail correspondence, Director’s calendar and travel arrangements, phone coverage)
Manage and ensure distribution of correspondence initiated by Units from the Director; manage electronic archives of correspondence.
Manage intranet (SharePoint) and the share drive for the Directorate
Provide any other ad-hoc support to the Director and Directorate, as needed

Competencies
Corporate Competencies:
* Demonstrates integrity by modeling the UN’s values and ethical standards
* Advocates and promotes the vision, mission, and strategic goals of the UN
* Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
* Treats all people fairly without favoritism
* Demonstrates and promotes the values of the UN in actions and decisions and acts in accordance with the standard of conduct for international civil servants
* Shows willingness to work without bias with all persons regardless of gender, nationality, religion or culture
* Contributes effectively to team-based activities, working collaboratively and sharing information openly; works effectively with colleagues inside the UN as well as its partners and other stakeholders to pursue common goals
* Facilitates and encourages open communication in the team, communicating effectively
* Remains calm, composed and patient when facing conflict, manages conflict productively, , focusing on mutually acceptable solutions;
* Takes initiative and seeks opportunities to initiate action.
* Actively produces and disseminates new knowledge; creates/contributes to mechanisms to collect and share knowledge;
* Actively seeks learning opportunities; demonstrates commitment to ongoing professional development
* Proposes innovative ideas and new solutions to work

Functional Competencies:
* Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality
* Ability to contribute to change management and business re-engineering processes
* Ability to organize and complete multiple tasks by establishing priorities
* Ability to handle a large volume of work possibly under time constraints
* Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly
* Ability to perform variety of administrative tasks, including collecting and preparation of documentation, data input;
* In-depth knowledge of office software applications relating to word processing, data management, presentation, ATLAS.

Required Skills and Experience
Education:
* Secondary Education is required. University Degree is an advantage but not required.

Experience:
* A minimum of 5 years of administrative and secretarial experience in a large and/or international organization or corporation is required.
* Good knowledge in computers applications and software packages (MS Word, Excel, etc) of web based management systems is required.

Language Requirements:
* Fluency in both written and spoken English is required. Proficiency in another UN working language is desirable.

Note: Successful completion of ASAT (Administrative Support Assessment Test) is a pre-requisite with this vacancy.

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.

United Nations Development Programme
304 East 45th Street
New York
Telephone: (212) 909-7940




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