Administrative Assistant

The project on Market Transformation through the Introduction of Energy Efficiency Standards and the Labelling of Household Appliances in South Africa (PIMS 3277), hereinafter referred to as ‘the Project’, is funded by the Global Environment Facility (GEF) with the South African Department of Energy as the Implementing Partner. The Project is supported by the United Nations Development Programme (UNDP) South Africa Country Office.  The project has six outcomes:

1. Policy and regulatory framework;
2. Define labelling specifications and Minimum Energy Performance Standards (MEPS) thresholds for the 12 products considered for regulation;
3. Strengthen the capacity of institutions and individuals involved in the Project;
4. Awareness raising campaign for standards and labels, targeting manufacturers, distributors, retailers and end-users;
5. Implementation of Market Surveillance and Compliance regime to ensure performance standards are met; and
6. Evaluation and dissemination of the Project.

The Project Administrator will work to ensure effective delivery of the Project by managing all the project administration and supporting the Project Manager in day to day project operations in a manner consistent with UNDP rules and regulations. The Project Administrator will be under the overall supervision of the UNDP Programme Manager for Energy and Environment, ensuring effectiveness, transparency and integrity. The Project Administrator will promote a client-focused, quality and results- oriented approach in the CO.

The Project Administrator will work closely with all other relevant units and project teams in the UNDP Country Office. Under the direction of the Programme Manager for Energy and Environment, the Project Administrator will focus on other related energy projects that are supported by UNDP and the DoE, in order promote administrative cohesion and integration.

The Project Administrator will be based in the Department of Energy, and may from time to time be required to work in the UNDP Country Office. 

Organization of project activities

• As requested and guided by the Project Manager and/or the UNDP Programme Manager Energy and Environment, book venues for meeting, coordinate travel, hotel and catering arrangements, draft agenda and prepare meeting documents, taking notes and preparing minutes of meetings.
• Taking responsibility for certain activities and ensure that the work progresses appropriately and is reported upon in timely manner

Maintaining records of the project budget and expenditure

• Procurement of project requirement, processing invoices, keeping systematic track of all invoice/receipts received and payments made.
• Assist the Project Manager with quarterly financial reports.
• Ensuring that all payments made are considered eligible by the UNDP.
• Creation of payment requisitions and register project expenditures in a timeous manner.

Communication and reporting

• Collecting information for communication on the project and awareness raising publications.
• Updating the project website/webpages and delegating website tasks to IT departments as deemed appropriate.
• Keeping track of information dissemination activities of Preparation of non-PO vouchers for development projects.

Support in tracking and monitoring of project activities

• Track activities in project work plan, notify Project Manager of outstanding activities and reports.
• Track and report, in consultation with the Project Manager, on project activities.

Maintaining a professional and positive image of UNDP and the Department of Energy

• Always keep a positive image in all dealings associated with the Standards and Labelling project, and UNDP in general.
• Provide general support to colleagues, within the constraints of own load.
• Undertaking any tasks and responsibilities as reasonable required by the Project Manager.

Functional Competencies:             

Level 1.1: Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization

Level 1.1: Providing information for resource mobilization strategies

• Maintains information/databases on potential and actual donors
• Maintains database of project files
• Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• 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
• Responds to client needs promptly

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Education:

Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage 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.

Language:

Fluency in the English and national language of the duty station.

For consideration, all applications must be duly completed.
Qualified women are encouraged to apply.
This vacancy announcement is open to qualified South Africans and valid work permit holders only.
Only short-listed candidates will be contacted.