Administrative Associate, NPSA6, UNDSS – National Рosition

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.

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.
This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss.

Duties and Responsibilities

Support the implementation and coordination of project activities and operational services in the assigned area:

• Ensure compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies,
• Support project monitoring, coordination and implementation, including follow-up on operational
  support services (payments, recruitments, minor procurement).
• Compilation and preparation of presentation materials, background information and documentation for
  meetings and missions.
• Organization of workshops, trainings, and other project-related and operational events.
• Provide administrative support to conferences, workshops, retreats.
• Monitor and follow-up on operational support issues with a focus on HR-related issues, and provide
  accurate and timely updates to the supervisor.
• Liaise with UNDP HR Unit and provide HR support to project personnel.
• Provide inputs on administrative business processes mapping and implement internal standard
  operating procedures (SOPs).
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, etc.
• Research and retrieve statistical data from internal and external sources; prepare statistical charts, tables and reports as required.
• Support mainstreaming of gender equality in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
• Perform relevant supervision of assigned drivers.

Ensure effective administrative and logistical support for project implementation, as required, through:

• Managing contacts with visitors and staff, coordinating appointments and meetings, acting as an interpreter and/or taking minutes when required.
• Translation of simple correspondences, when needed.
• Organization of shipments, customs clearance, preparation of documents for UNDP shipments (received/sent), and implementation of follow-up actions as necessary.
• Performance of a Travel Requester role in Quantum and preparation of E-requests for the procurement of goods and services.
• Providing logistical support, including travel arrangements, accommodation, visas, tickets, etc. for project component staff.
• Facilitating minor procurements and delivery of project-related goods and services through tender process in accordance with SOP.
• Following up on deadlines, commitments made, actions taken, and coordinating the collection and submission of the reports to the supervisor.
• Assisting in the preparation of budgets by providing statistical data relevant to operations.
• Preparing and properly controlling supporting documents for payments and activities related to operations.
• Providing information for audit.

Support office maintenance and proper assets management through:

• Arranging vehicle transportation, regular vehicle maintenance and insurance
• Checking and recording vehicle daily log and gas consumption, updating and maintaining vehicle history report.
• Managing office stationery supplies, including maintaining a stock list of stationery.
• Distributing stationery as required by staff and keeping a log of distribution.
• Coordination of asset management in the Project Office, maintenance of records, timely preparation and submission of periodic inventory reports.
• Keeping files and records relevant to office maintenance.

Support knowledge building and knowledge sharing:

• Participating in trainings for the project personnel.
• Briefing/debriefing of project personnel on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the direct supervision of the Administrative Officer and the overall direction of the Principal Security Adviser (PSA), the Administrative Associate provides administrative support to UNDSS Ukraine, applies and promotes a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds. May supervise support personnel.

Core Competencies

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional Competencies

• 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.
• Procurement: Procurement management: The ability to acquire goods, services or works from an outside external source.
• Procurement: Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Administration & Operations: Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Administration & Operations: Inventory Management: Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.
• Administration & Operations: Vehicle management: Administration & Operations Vehicle management.
• Administration & Operations: Events Management (including retreats, trainings, and meetings): Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. ; Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.  

Required Skills and Experience

Min. Education requirements

• Secondary Education is required.
   
• Bachelor’s degree in business administration, Management, Economics, Human Resources, Finance, Accounting, Law, Political or Social Sciences or other related areas would be given due consideration, but it is not a requirement.

Min. years of relevant work experience

• Minimum six (6) years with secondary education or three (3) years with bachelor’s degree of working experience in the field of programme/project support or other related fields.

Required skills

• Proficiency in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in working with and knowledge of ERP systems will be an advantage.
• Experience in organizing events (online and/or offline) is an advantage.
• Experience with UN/UNDP or International organizations or Development organizations is an advantage.
• Experience in facilitating procurement processes is desired.

Required Language(s)

• Fluency in English is required.
• Fluency in Ukrainian is required for local personnel.

Disclaimer

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. 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

DEADLINE FOR APPLICATIONS 23 September, 2024.

If you wish to apply for this or other positions, please visit UNDP in Ukraine website, section Jobs and apply:

https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/20568

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy.

Qualified women are strongly encouraged to apply.