Organization: UNDP – United Nations Development Programme
Location: Addis Ababa
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Closing Date: 2024-11-29
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
UNDP first signed its agreement of cooperation with Ethiopia, the Standard Basic Assistance Agreement (SBAA) back in February 1981. Since then, UNDP has remained engaged, providing Ethiopia with strategic support, and strengthening the capacity of national institutions to deliver the much-needed development results.
UNDP’s interventions have prioritized long-term, supporting structural change that would unlock transformational benefits of technical assistance at all levels. It has done so robustly, impartially and patiently, paying attention to the sustainability of the support provided, and driven by the belief that an effective development partnership with Ethiopia requires strategic patience and, with it, the deployment of patient capital.
Over the last five years, UNDP Ethiopia has mobilized over a USD 100 million investment through its regular resources and partners to enhance the delivery of nationally defined and country-owned priorities.
UNDP takes advantage of its presence in over 170 countries to help Ethiopia access best practices and strengthen its south-south cooperation. The organization has played a role in supporting Ethiopia to develop and implement key strategies such as the Climate Resilient Green Economy (CRGE), through which the country seeks to achieve an ambitious target of 64% emission reduction by 2030 while building the country’s adaptive capacity and resilience.
UNDP’s strategic approach has helped Ethiopia to set up key national institutions such as the Ethiopian Commodities Exchange (ECX), the Agricultural Transformation Agency (ATA), the Ethiopian Tourism Organization (ETO) and the Entrepreneurship Development Centre (EDC).
Position Purpose
Under the guidance and direct supervision of the DRR/O, the Administrative Associate to DRR/O ensures effective and efficient functioning of the DRR/O office, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The incumbent provides support to the overall financial management of programme projects. The Administrative Associate is part of the support team to the office Senior Management group and flexibly assists the Management Team depending on workload.
The Administrative Associate can supervise the secretarial and clerical staff of the office. The Administrative Associate to DRR/O works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure an efficient flow of information, actions on instructions, agendas.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
1, Ensures effective and efficient functioning of the DRR/O office focusing on the achievement of the following results:
Maintenance of the supervisor’s (DRR/O) online calendar, contacts with visitors, arrangement of appointments and meetings and acting as an integrator when required and/or taking minutes;
Preparation of high quality briefing materials for the supervisor for appointments, meetings, missions and maintenance of protocol procedures. Preparation of briefing material for New Corners;
Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
Preparation of minutes of Operations regular meetings, UN OMT meetings and ensures regular follow-up with agencies on recommendations;
Management of DRR/O and in-coming missions in collaboration with Travel Unit by ensuring that security clearances are approved and communicated to requestors on time;
Maintenance of rosters of high-level partners, telephone lists- telephone directory of all UN agencies based in Addis Ababa Ethiopia;
Preparation of correspondence, directives, and comments on behalf of DRR/O for his/her signature and making follow-up when required, print UN program budget Snapshots, useful HR circulars as well as financial;
Use of automated office management systems for effective functioning of the DRR/O office;
Update of Warden list in collaboration of the Security Unit of the UN;
Printing of snapshots from Quantum on weekly basis.
2, Ensures provision of effective communications support to the office focusing on the achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the Operations unit and with other units in the office, follow up on circulation files as appropriate;
Facilitation of information sharing between all units in the office, as well as between Security Cell, UN Dispensary, UNDP projects;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DRR/O;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the unit and streamline office procedures between the supervisor’s office and other units; Participation in substantial meetings organized by the supervisor and preparation of reports.
3, Provide support to the overall financial management of programme projects, focusing on the achievement of the following results:
Prepare financial management reports on project expenditures, etc. {either using Quantum or otherwise as needed) upon request by the DRR/O or other Senior Managers;
Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises;
Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Review travel authorizations, documentation, payments;
Assist DRR/O and other Senior Managers to monitor the outstanding advances, cost-sharing deficits, and other financial discrepancies by closely working with the Programme Managers and their teams;
Assist DRR/O to monitor the cost-recovery status;
Assist DRR/O and other Senior Managers, in collaboration with the Programme Managers to facilitate NEX Audit process.
4, Provide appropriate and required administrative and logistical services to the Country Office:
Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations;
When requested, collect information for DSA, travel agencies, and other administrative surveys.
5, Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice;
Assisting the Executive Associate to the RR and to the DRR(P) in the organization of specialized trainings for Administrative functions;
Active participation in the organization of trainings to UN staff on coordination, administration, secretarial and protocol issues.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Integration within the UN:
Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work.
Knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.
Working with Evidence and Data :
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Customer Satisfaction/Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.
Communication:
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Events management (including retreats, trainings and meetings):
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Travel Desk:
Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.
Required Skills and Experience
Education:
Secondary education is required.
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Certification in Administration or related field is preferred.
Experience:
Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible administrative and programme assistance experience is required;
Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required;
Proven administration or finance assistance experience is desirable;
Proven experience in travel management is desirable;
Experience in event management including coordination of venue, accommodation, logistics, catering, transportation and cash disbursement is desirable;
Experience within UN/UNDP is desirable.
Language Requirements:
Fluency in English and Amharic is required.
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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