Administrative Assistant (DPF)

UNDP’s Bureau for Crisis Prevention and Recovery (BCPR) is the practice lead in UNDP and much of the UN system on the prevention of armed conflict, mitigation and prevention of natural disasters, and related recovery work. BCPR’s Conflict Prevention and Recovery Team (CPRT) is responsible for practice development for the prevention of armed conflict and associated post-crisis recovery, The goal of the Team is to strengthen national capacities for the prevention of armed conflict and recovery by providing high quality policy advice and support to UNDP country offices and UN Country Teams for the design, implementation, monitoring and evaluation of projects and programmes related to peacebuilding and the peaceful resolution of conflicts. The Conflict Prevention and Recovery Team (CPRT) has primary responsibility for practice development in the area of conflict prevention and recovery. The goal of the CPRT is to provide support to UNDP country offices and UN Country Teams in their efforts to strengthen national capacities for conflict prevention, conflict management, peace-building and related recovery programmes, assessments and planning. The team provides high quality technical support to UNDP country offices for the design, implementation, monitoring and evaluation conflict prevention and recovery programmatic activities. The CPRT is sub-divided into three sub-thematic groups, namely, the Conflict Prevention Group (CPG), the Governance and Rule of Law Group (GRoLG), and the Livelihoods and Economic Recovery Group (LERG). Given the cross-cutting nature of the work of the LERG and the GRoLG, responsibility and accountability of is shared between the CPRT and DRRRT. More specifically, the LERG Coordinator and the GRoLG Team Leader have a dual reporting arrangement, whereby the primary reporting line goes to the CPRT Coordinator and the secondary line goes to the DRRRT Coordinator. Under the guidance and direct supervision of the CPRT Coordinator, the Programme Assistant provides administrative and secretarial assistance to ensure the effective and efficient functioning of the Team Coordinator’s office and, by consequence, the wider CPRT.

Duties and Responsibilities

Summary of Key Functions: Provides administrative support to the Team Coordinator by assisting on day-to-day operations issues Manages the Team Coordinator’s calendar with significant autonomy, exercising sound judgement for prioritization, ensuring confidentiality Manages information flow and ensures synchronization of communications within CPRT; ensures the necessary arrangements are made for teleconferences with CPRT staff Makes all necessary arrangements related to travel of the CPRT Assists the smooth running of CPRT operations by performing administrative support and logistical functions Provides administrative support to the Conflict Prevention and Recovery Team Coordinator by assisting on day-to-day operations issues,focusing on achievement of the following results: Secretary to internal and external meetings as requested by the CPRT Coordinator, including announcing the meetings, preparing the agenda, distributing background material, drafting minutes of meetings and any follow-up Assistance in preparation of reports, compilation of background materials, working papers and statistical data for various meetings/briefings Follow-up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the CPRT Coordinator Follow-up on specific tasks entrusted to the CPRT Senior Advisors, ensuring that actions agreed during in-house meetings are followed-up Liaison with PA’s on overall management issues of GS staff in the CPRT Manages the Team Coordinator’s calendar with significant autonomy, exercising sound judgement for prioritization, ensuring confidentiality, focusing on achievement of the following results: Coordination and maintenance of the calendar of meetings and activities of the CPRT Coordinator Management of the CPRT Coordinator’s agenda and travel schedule In close consultation with the CPRT Coordinator, assistance in determining priorities and ensuring follow-up, balancing time available and ensuring that all demands are met as appropriately and efficiently as possible, and ensuring timely response for requests for appointments Manages information flow and ensures synchronization of communications within CPRT; ensures the necessary arrangements are made for teleconferences with CPRT staff, focusing on achievement of the following results: Review of incoming correspondence for the supervisor’s attention, judging priorities and bringing urgent matters to the attention of the supervisor Review of outgoing general correspondence requiring the supervisor’s approval, ensuring quality control. In the absence of the CPRT Coordinator, follow-up with the Officer-in-Charge and the Approving Officer assured Liaison with the CPRT Senior Advisors on correspondence referred to the CPRT Coordinator for action and on general coordination matters Ensuring communication flows between the Team Coordinator and the wider CPRT, as well as dissemination of all appropriate information Facilitation of information flow in the CPRT through direct follow-up to tasks assigned by the Team Coordinator to staff members, and through the maintenance of electronic information sharing platforms (shared calendars in Microsoft Exchange and Sharepoint) Ensuring compliance with and functionality of Bureau-wide business applications in Sharepoint (main document library, travel system, etc.) Maintenance of central record keeping for CPRT, ensuring efficiency and efficacy of the team in terms of information sharing and information flow using Sharepoint Arrangements for teleconferences made for CPRT staff Makes all necessary arrangements related to travel of the CPRT, focusing on achievement of the following results: Compilation of mission/leave plans of CPRT sub-teams for the CPRT Coordinator’s review and approval Arrangements for official travel of the CPRT Coordinator, communication with meeting organizers/country offices on logistics and itinerary, creation of purchase orders for travel in ATLAS and follow-up with finance for DSA payments, follow-up authorization, obtaining security and medical clearances, visas, tickets, etc. Travel arrangements for other staff in CPRT Management Team Assists in the smooth running of CPRT operations by performing administrative support and logistical functions, focusing on achievement of the following results: Administrative, operations and procurement support of the CPRT Coordinator’s office Quality control on procurement of sub-units in CPRT and overall harmonization of business processes and procedures Support to the substantive coordination of sub-teams, as well as support to coordination of strategic issues Support in coordination and consolidation of work-plans for CPRT Drafting of budget for the CPRT through financial analysis of expenditure as well as project budget balance Backstopping the Programme Associates of the CPRT Team as and when required Impact of Results: The key resultshave an impact on the overall day-to-day efficiency and professionalism of the Conflict Prevention and Recovery Team. Efficient administrative and secretarial support in the Team Coordinator’s office and CPRT in general has an impact on the quality and implementation of the UNDP programme. A client-oriented and efficient approach impact on the image of UNDP.

Competencies

Functional Competencies: PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING Basic research and analysis Identifies and communicates opportunities to promote learning and knowledge sharing Develops awareness of the various internal/external learning and knowledge-sharing resources JOB KNOWLEDGE/ TECHNICAL EXPERTISE: Fundamental knowledge of processes, methods and procedures Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments STRATEGIC ALIGNMENT OF MANAGEMENT PRACTICE Collecting information, identifying best practice Collects information to ensure increased understanding of policies and practices CLIENT ORIENTATION Maintains effective client relationships Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Core Competencies: Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking Takes initiative and seeks opportunities to initiate action Working in Teams: Acting as a team player and facilitating team work Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively Uses tact and sensitivity when delivering sensitive information or resolving delicate issues Self Management & Emotional Intelligence: Creating synergies through self-control Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement Conflict Management/Negotiating & Resolving Disagreements: Managing conflict Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others Actively seeks learning opportunities, adopting best practices created by others Appropriate and Transparent Decision-making: Informed and transparent decision making Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level

Required Skills and Experience

Education: Secondary education required, preferably with specialized secretarial training. Experience: At least 5 years of progressively responsible secretarial and administrative experience is required at the national or international level Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages Experience in handling of web-based management systems (Microsoft Sharepoint platform) Experience in a web based management systems, especially as related to the ATLAS ERM system Experience working in the UN is an asset. Language Requirements: Fluency in English, both oral and written, is required; working knowledge of other UN official language is an asset. Other: Successful participation in the UN Clerical or ASAT examination.

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Administrative Assistant (DPF)