Administrative Assistant (Rapid Response Group) / MPF

The overall goal of the Country Support Management Team (CSMT) is to lead and coordinate all BCPR support activities provided to Country Offices (CO) in line with the Bureau’s overall strategic goals and priorities, managing the effective interaction of BCPR Teams and Regional Bureau counterparts for more integrated country support. The CSMT works closely with the Regional Bureaux and other BCPR Teams to ensure timely, coherent, relevant and high quality support to UNDPs COs and UN Resident Coordinators before, during and after crises. The CSMT aims to provide regular analytical updates to support Early Warning. It also supports and coordinates BCPR’s crisis response capacity and takes the lead in a UNDP-wide approach to CPR capacity strengthening. The Rapid Response Group (RRG), which is part of the CSMT, is managed by the Team Leader of the Rapid Response Group and is comprised of three components; the SURGE Mechanism, the IASC Cluster Working Group on Early Recovery (CWGER) Roster and the CPR Consultants Deployment mechanism, all grouped under the umbrella of ExpRes (Express Roster for Rapid Response).

Duties and Responsibilities

Provide support to the Rapid Response Group (RRG) during the sourcing rounds for SURGE advisors Provide assistance to the Rapid Response Group (RRG) in planning for and delivering capacity development elements such as workshops, briefings, etc. Provide support in deployments of staff and consultants Maintenance of the RSG rosters Provide administrative and finance services to RRG Provides support to the Rapid Response Group (RRG) during the sourcing rounds for SURGE advisors, focusing on achievement of the following results: Compilation of CVs, set-up of phone interviews and direct follow-up with short-listed candidates Preparation of SURGE pre-release agreements and ensuring signing of same Timely dissemination and receipt of the completed agreements; SURGE Advisors officially on board with all documentation formalities completed Communication with consultants and SURGE Advisors on the status of their application Liaison with BCPR technical focal points with regard to sourcing candidates for the CPR experts roster Liaison with the relevant staff (IT, etc.) to ensure timely calls for CVs Assistance in the vetting of CVs for the ExpRes Roster (SURGE, CPR and ER Rosters) New SURGE Advisors added to the SURGE Roster and trained Provides assistance to the Rapid Response Group (RRG) in planning for and delivering capacity development elements such as workshops, briefings, etc., focusing on achievement of the following results: Participant focal point and liaison with all the relevant parties to ensure smooth delivery of the workshops Preparation and implementation of all logistics issues (e.g., travel of participants, accommodation, etc.) Successful implementation of pre-planned SURGE Advisor training workshop Assistance with the maintenance of the CPR experts workspace Assistance with the operational aspects of the roll-out of the Standard Operating Procedures for UNDP Immediate Crisis Response (printing, logistics, shipping, etc.) Assistance in maintaining the online SURGE toolkit Provides support in deployment of staff and consultants, focusing on achievement of the following results: Liaison with the country offices and Regional Teams and provision of logistics support for deployments (travel plans, visas, CoA, etc.) Assistance with travel bookings of Advisors and consultants, if needed Assistance with contracting consultants from the ER and CPR experts roster Maintains the RRG Rosters, focusing on achievement of the following results: Updating of SURGE, CPR and ER Rosters on the WIDE platform on a regular basis Liaison with consultants and SURGE Advisors to keep all relevant information updated (release agreements, medical clearances, change of duty station, etc.) Regularly updated information on consultants on the rosters (availability, fee information, competencies, etc.) Timely contracting of consultants facilitated Provides administrative and finance services to RRG, focusing on achievement of the following results: Assistance to the Team Leader (RRG) in managing the unit’s budget, work plans and leave plans; RRG budget, work plans and administrative tasks kept up to date Action on all financial issues related to deployments, e.g. provision of CoAs and relevant information to Cos; financial issues pertaining to deployments completed; monitoring of deployments supported Tracking of the financial ceiling of the CPR experts roster, by monitoring expenditure on consultants Impact of Results The key results have an impact on the efficiency of the Team with respect to enlarging the SURGE Advisor pool, the new ones trained and SURGE missions successfully completed. In addition, the CPR consultant pool is also enlarged and their deployments are successfully facilitated. Finally, RRG’s administrative issues are effectively dealt with.

Competencies

Functional Competencies: BUILDING STRATEGIC PARTNERSHIPS Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives 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 DESIGN AND IMPLEMENTATION OF MANAGEMENT SYSTEMS Data gathering and implementation of management systems Uses information/databases/other management systems Makes recommendations related to work procedures and implementation of management systems 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 PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT Gathering and disseminating information Prepares timely inputs to reports Maintains databases Core Competencies: Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands when issues or problems can and should be resolved at own organizational level, when the assistance/input of other organizational units is required and when issues should be raised to a higher level Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking Takes appropriate risk in developing new or adapting existing methods and approaches to more effectively perform tasks or to solve problems in new and unique ways Working in Teams: Acting as a team player and facilitating team work Accepts team role, contributes to the work of the team actively and constructively 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 Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively 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 Demonstrates commitment to ongoing professional development and keeps abreast of new developments in his/her professional field Appropriate and Transparent Decision-making: Informed and transparent decision making Accepts responsibility and accountability for the quality of the outcome of his/her decisions

Required Skills and Experience

Education: Secondary education required, preferably with specialized certification in accounting and finance. Experience: At least 5 years of relevant administrative and programme support experience Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages Experience in handling web-based management systems Experience working in the UN and in using ATLAS 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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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Administrative Assistant (Rapid Response Group) / MPF