Administrative Associate

UNDP

JOB OPPORTUNITY

Administrative Associate

Job Identification:  10871
Locations:  New York, United States
Posting Date:  05/26/2023, 01:25 AM
Apply Before:  06/09/2023, 09:44 AM
Job Schedule:  Full time
Agency:  UNDP
Grade:  G6
Vacancy Type:  Fixed Term
Practice Area:  Nature, Climate and Energy
Bureau:  Bureau for Policy and Programme Support
Contract Duration:  1 Year
Education & Work Experience:  High School certificate – 6 year(s) experience
Other Criteria:  3 years with a Bachelor’s degree
Required Languages:  English
Desired Languages:  French or Spanish
Vacancy Timeline:  2 Weeks

Job Description
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 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 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. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government, and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

Based in UNDP’s Bureau for Policy and Programme Support, the Nature, Climate, Energy, and Waste Hubs host the Vertical Fund Program Support Oversight & Compliance Unit which has the objective of helping UNDP Country Offices to assist countries to access environmental and climate finance to address the dual objectives of addressing environmental and climate priorities in the context of efforts focused on the eradication of poverty and significant reduction of inequalities and exclusion for the pursuit of sustainable development. This objective is achieved through four inter-related areas of work on:

  • Sustainable management of marine, freshwater, and terrestrial ecosystems;
  • Scaling up of climate change adaptation and mitigation;
  • Sustainable, affordable and accessible energy services;
  • Sustainable management of chemicals and waste.

These areas of work are aligned with the two Signature Solutions of UNDP Strategic Plan.

UNDP is an accredited implementing entity for the following environmental vertical funds:

  • The funds managed by the Global Environment Facility (GEF): the Global Environment Facility Trust Fund (GEF TF), the Least Developed Countries Fund (LDCF), and the Special Climate Change Fund (SCCF); and
  • The Green Climate Fund (GCF).

As an Implementing Agency for these funds, UNDP offers countries highly specialized technical services for eligibly assessment, programme/project formulation, due diligence, mobilization of required co-financing, project implementation oversight, results management and evaluation, performance-based payments, and knowledge management.

The Management and Programme Support Unit in the Vertical Fund Program Support Oversight & Compliance is responsible for all programme support, operational, and financial matters related to the management and oversight of the environmental vertical funds, cost sharing funds, sub-trust funds, Management Service Agreements, and management funds to support the Unit. The complexity of Environmental Finance-funded projects and donor reporting requirements, the huge portfolio size, the highly decentralized business structure and delegation to regions requires a team highly skilled in management and programme support, operations, and financial management located at HQ and in the regions.

Position Purpose:

Under the overall guidance and supervision of the Management and Programme Support Specialist, the Administrative Associate provides support to office operations including variety of administrative services ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.

The Administrative Associate collaborates with other staff throughout UNDP as necessary, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies:

  • Provision of inputs to the Vertical Fund Program Support Oversight & Compliance administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Provision of inputs to preparation of administrative team results-oriented workplans and budgets;
  • Maintenance of the filing system ensuring safekeeping of all financial, and administration supporting documents including POs, Accounts Payable (AP) invoices, Accounts Receivable (AR) and other financial transactions;
  • Managing supplier information in supplier portal and Quantum and liaising with BPPS Strategies and Systems Management Unit on supplier set up;
  • Coordination of the approval process with budget owners/approving officers;
  • Carry out administrative activities in full compliance with UN/UNDP Financial Regulations and Rules and internal control framework;
  • Support in overseeing the financial Delegation of Authorities and ERP system’s profiles of the unit to ensure compliance with the Internal Control Framework;
  • Assistance in the preparation of budget and provision of information for audits;
  • Support to the training of the operations/programme staff on administration and Quantum;
  • Backstop other Administrative Assistants/Associates within the MPSU as needed;
  • Other duties as required.

Manage assets, procurement, and requisitions for equipment, furniture, and supplies:

  • Performance of a Buyer role in Quantum and preparation of Purchase Orders (POs);
  • Ensuring that proper documentation is in place, processing requisitions, handling purchase orders, contracts, and payment of invoices. Processing payments for suppliers in Quantum. Handle Invoice and PO reconciliations;
  • Assist in preparation of unit’s procurement plans;
  • Managing corporate card for purchasing of low value items, liaise with the card provider on statement issues, and ensure verification/receipt and invoice attachments;
  • Procurement of supplies, equipment, and assets in accordance with prevailing rules, practices and policies;
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution;
  • Prepare/review of inventory reports, and support the implementation of inventory and physical verification control of Unit‘s assets;
  • Coordinate with BPPS ICT for Unit’s asset tracking, replacement, transfer, disposal and record;
  • Liaising and following-up with HQ Facilities Management on maintenance issues and needs for furniture and equipment;
  • Review and verify invoices and common services expenses charged to the VF Unit‘s budget (e.g.: rent, utilities, phone, miscellaneous);
  • Managing the communication/telephone reports and liaising with Treasury on payments;
  • Managing of Cell phone accounts at HQ. Monitoring usage, recovery for personal use, tracking and processing payments, liaising with service provider on billing statement and payment issues, and filing of hard copy documents and files;
  • Monitoring cost recovery for common services, landline telephones, and mobile phones;
  • Assist in allocation and monitoring of office space.

Manages HQ travels for the MPSU and serves as alternate for the Directorate:

  • Processing Travel Requests based on approvals;
  • Liaising with the Travel Unit/American Express Global Business Travel on travel authorizations and issuance of tickets;
  • Processing Travel transactions, handle claims, refunds and settlements in UNall and Quantum;
  • Reconciling with Travel Unit travel transactions to ensure all exceptions are reviewed and resolved;
  • Assisting with travel arrangements for global staff retreats/workshops;
  • Acting as primary level 1 approver on travel requests in UNall and support travel arrangers in resolving travel related issues in Quantum;
  • Providing administrative support to conferences, workshops, retreats upon assignment.

Implementation oversight on programming:

  • Assist the MPSU on annual financial audit and financial oversight of the vertical fund portfolio if required;
  • Extraction of data from various sources upon request;
  • Research and retrieval of statistical data from internal and external sources. Preparation of statistical charts, tables, reports and analysis upon request;
  • Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit.

Competencies

Core:
Achieve Results

  • Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

  • Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

  • Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

  • Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical:

Administration & Operations – ERP travel and expense module

  • Knowledge of the ERP Travel and Expense Module, ability to provide help desk support to UNDP.

Administration & Operations – Travel policy and procedures

  • Knowledge of travel policy and procedures, ability to interpret travel policy, the staff rules, administrative circulars and financial regulations and rules on travel-related matters.

Administration & Operations – UN travel documents

  • Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

Business Management – Communication

  • Ability to 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.

Business Management – 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.
  • Ability to anticipate client’s upcoming needs and concerns.

Procurement – Procurement Management

  • The ability to acquire goods, services or works from an outside external source.
  • Ability to use supplier portal and Procurement module.

Finance – Budget Management

  • Ability to support budgetary aspects of work planning process; drawing and management of project budgets.

Administration & Operations – Documents and records management

  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Administration & Operations – Events management (including retreats, trainings and meetings)

  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience:

Education:

  • Secondary education with a minimum of 6 years of relevant experience; or
  • Bachelor‘s Degree in Business, Public Administration, Economics, Political Sciences, Social Sciences or other closely related field with a minimum of 3 years of relevant experience will be given due consideration

Experience:

  • Minimum 6 years’ experience with Secondary education, or 3 years with a Bachelor’s degree, in administration or experience in related areas;
  • Excellent IT skills (Excel, word, PowerPoint);
  • Good knowledge of an ERP system (i.e. Quantum) desirable;
  • Good drafting, communication, and analytical skills;
  • Successful completion of UN Administrative Support Assessment Test (ASAT), formerly known as the UN
  • Clerical Test. Test waived with possession of Bachelor’s degree

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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