| Description |
ADMINISTRATIVE ASSISTANT – COMDEKS AND MDG CARBON
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| Location : |
New York, UNITED STATES OF AMERICA |
| Application Deadline : |
26-Jul-13 |
| Additional Category |
Management |
| Type of Contract : |
FTA Local |
| Post Level : |
GS-5 |
Languages Required :
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English |
Starting Date :
(date when the selected candidate is expected to start) |
16-Sep-2013 |
| Duration of Initial Contract : |
1 year |
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All posts in the GS categories are subject to local recruitment.
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.
Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates 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.
Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).
Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.
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Background
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UNDP-GEF is seeking an Administrative Assistant to support two of its projects: Community Development and Knowledge Management for the Satoyama Initiative (COMDEKS) as the flagship of the International Partnership for the Satoyama Initiative (IPSI), and MDG Carbon which serve as UNDP’s corporate framework for carbon finance activities.
The Administrative Assistant will provide support to both project teams’ daily operations including a variety of administrative services ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant collaborates with other staff throughout UNDP, as necessary, to exchange information and ensure consistent service delivery.
The Administrative Assistant will work under the overall guidance and supervision of the COMDEKS Project Coordinator, the UNDP-GEF Senior Technical Advisor for Community Resilience and Sustainability and the MDG Carbon Project Manager.
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Duties and Responsibilities
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Summary of key functions:
- Financial and Administrative support;
- Support to knowledge building and sharing.
Financial and Administrative support
- Assist with procurement and payment processes in accordance with UNDP rules and regulations;
- Prepare requisitions in Atlas in line with guidelines in the POPP;
- Monitor operational and project budget in ATLAS, prepare and process required budget revisions by working closely with the UNOPS counterparts;
- Efficient financial management of the project, including planning, monitoring of project funds and resources, and preparation of the financial reports of the project;
- Support the recruitment of consultants, ensures budget availability/recording, verifies requests for final payments, and ensures preparation of consultants' evaluations;
- Assist with travel/mission arrangements and process travel and expenditure claims;
- Provide logistical support in coordinating events and meetings, if necessary;
- Coordinate the design, printing, and dissemination of knowledge products;
- Manage the physical and electronic filing of project related documents.
- Other relevant tasks as necessary
Support to knowledge building and sharing
- Participation in the trainings for the operations/ project staff on logistical and operations matters;
- Contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the implementation of the projects’ logistical and operational management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client oriented approach enhances UNDP’s capability in provision of logistical and administrative services.
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Competencies
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Corporate Competencies
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Client/service oriented;
- Shares knowledge and experience and encourages the learning of others.
Development and Operational Effectiveness
- Compliance with financial rules and regulations;
- Focuses on result for the client and responds constructively to feedback and differing points of view;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure;
- Demonstrates openness to change;
- Ability to focus on result and respond positively to the feedback;
- Ability to prioritize and manage time efficiently;
- Ability to work under pressure and with various tasks;
- Actively works towards continuing personal learning acts on learning plan and applies newly acquired skills.
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Required Skills and Experience
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Education
- Completion of Secondary education.
- University Degree in Business, Public Administration or Publishing would be desirable.
Experience
- 5 years of related work experience in finance, administration or programme support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc);
- Finance/accounting certification would be considered an advantage;
- Good knowledge of an ERP System (such as Atlas) and UNDP Finance and Accounting structure will be considered an advantage;
- Good Knowledge of UNDP-GEF is an advantage;
- Successful completion of UN ASAT Exam.
Language Requirements
- Fluency in English;
- Working knowledge of other UN languages an asset.
UNDP Personal History form (P11 required of all applicants):
http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc.
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| Click here for important information for US Permanent Residents ('Green Card' holders). |
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