• Country: New York, USA
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP
• Gender: Both 
• Deadline:  2024-01-12

Duties and Responsibilities

Provide administrative support to the financial management of the Training Centre 

• Create projects and corresponding budgets in ERP systems and RMS, prepare budget revisions, year-end rephasals and mandatory revisions;
• Liaise and assist team members and programme staff regarding budget queries as needed.
• Monitor budget’s implementation and finances of the programme to ensure that spending is on track and in line with the planned budget and procurement policies and procedures; propose necessary changes to the programme components to attain programme objectives in consultation with the supervisor and support reallocation of resources as needed;
• Prepare and analyze monthly financial reports to update status of budgets and expenditures;
• Support cash allocation exercises; process GLJEs for adjustments of transactions, as needed and ensure their completion with the Finance section.
• Review and verify financial transactions including the processing of payment to vendors, advances to implementing partners, and completing liquidations.
• Maintain internal expenditures control system;
• Create requisitions in ERP systems; register goods receipts in ERP systems;
• Ensure clearance of partner agreements in PGAMS are processed in a timely fashion.
• Document all transactions for audit purposes.

Provide administrative support to the human resources management of the TC

• Assist programme staff with procurement, administrative and human resources issues;
• Support the hiring and onboarding processes of the Training Centre staff and consultants including contract preparation and renewals, in liaison with Human Resources, Facilities and ICT.
• Act as the leave monitor ensuring timely recording of Training Centre staff’s leave;
• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the programme team, including travel requisitions and claims;
• Maintain a contract tracker  for consultants and vendors and monitor regularly expiration of contracts;
• Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures.
• Prepare public information materials and briefing packets as needed;
• Provide guidance and training to staff members on general administrative matters;
• Manage the Chief, Training Centre calendar; prioritizing and scheduling meeting requests;
• Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the unit as needed.

Provide programmatic support with donor agreements linked to other resources (non-core)

• Provide technical guidance and support to PMs on the different processes related to donor agreements, funding modalities, budget structure, linkages to workplans and reporting commitments.
• Support the unit with the management of donor agreements in the Donor Agreements Management System (DAMS), acting as level one approver.

Provide support in work planning activities to the TC

• Provide budgetary and programmatic support in the preparation of workplans, budget documents, and proposals.
• Support entries of workplans in Results Management System (RMS), including semi-annual monitoring and evaluation (M&E) requirements in RMS.
• Ensure that mapping of RMS and ERP activities is accurate based on Biannual Workplan Plan’s guidance.
• Support the development and establishment of LTAs with vendors to facilitate procurement processes and development of training courses, materials, and resources.
• Actively engage in the development of the Training Centre revitalization process, including the development of the Business Model and Communications plan.

Facilitation of knowledge building and knowledge sharing

• Keep abreast of new developments and changes in UN Women’s policies, procedures and guidelines, sharing  relevant updates with the Training Centre section.
• Create and share operational guidance tools on HR/ Procurement/Project Management/ ERP systems/RMS and provide support to the Training Centre Section, as needed.
• Provide administrative support related to training for the programme staff and partners on programme and operations related issues.
• Review and give feedback on SOPs and business processes.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

FUNCTIONAL COMPETENCIES:

• Ability to administer and execute administrative and procurement processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data
• Ability to priorities work and to multi-task;

Required Skills and Experience

Education and certification:

• Completion of secondary education required.
• University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience:

• At least 6 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Language Requirements:

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

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