Administrative Assistant with Emergency Crisis Response for Prevention of Famine Project
Sanaa
- Organization: UNDP - United Nations Development Programme
- Location: Sanaa
- Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Medical Practitioners
- Crisis Prevention and Recovery
- Humanitarian Aid and Coordination
- Disaster Management (Preparedness, Resilience, Response and Recovery)
- Emergency Aid and Response
- Project and Programme Management
- Closing Date: Closed
Background
Duties and Responsibilities
- Provide general office assistance and handle routine administrative tasks.
- Follow up on day-to-day financial and administrative activities of the project including managing travel arrangement, information dissemination, correspondence and translation;
- Liaise with the project team to ensure timely submission of progress reports, plans and relevant documents.
- Liaise with the country office and project staff to ensure timely submission and processing of requests.
- Assist in following-up with finance, procurement and human resources units and ensure timely delivery of services.
- Participate in organizing in-country workshops and other related training activities.
- Organize meetings for the project management, as well as recording meetings by taking notes, preparing minutes and recording decision points generated;
- Maintain all project files and records and update project inventory records;
- Prepare notes, letters, background information and hand-outs.
- Plan and contribute to portfolio – related communications advocacy events
- Participate in monitoring field visits
- Assist in maintaining and preparation of budget revisions
- Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
- Maintenance of the internal expenditure control system including timely corrective actions on posted vouchers, including vouchers with budget check errors, match exceptions, and unapproved vouchers.
- Make budget check for requisitions.
- Perform other duties as required.
The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
- Human rights and gender equality is prioritized as an ethical principle within all actions;
- Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
- Differentiated needs of women and men are considered;
- Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
- Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
Competencies
Core | |
Innovation Ability to make new and useful ideas work | Level 3: Adapts deliverables to meet client needs |
Leadership Ability to persuade others to follow | Level 3: Proactively seeks and recognizes contributions of others |
People Management Ability to improve performance and satisfaction | Level 3: Appropriately involves team in different stages of work and decision-making |
Communication Ability to listen, adapt, persuade and transform | Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation |
Delivery Ability to get things done while exercising good judgement | Level 3: Takes responsibility for addressing critical situations and delivering core value |
Technical/Functional | |
Client orientation Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
Accountability Takes ownership of all responsibilities and honors commitments | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
Planning and organizing Develops clear goals that are consistent with agreed strategies | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
Knowledge Management and Learning Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
Required Skills and Experience
Education:
Bachelor’s degree in Economics, Finance, Accounting, Public Administration or other related field.
Experience:
- At least 3 years of experience in administrative work, accounting/finance, economics, or other substantive area is required. Experience with international development projects would be considered as a strong asset;
- Ability to use information and communication technology (ICT) as a tool and resource
- Experience in the use of computers and office software packages (MS Word, Excel), and
- Knowledge of spreadsheet and database packages; experience in handling web-based management systems;
- Experience with PeopleSoft/ATLAS, knowledge of IPSAS, are an asset;
- Working experience in the United Nations system, particularly UNDP, is an asset
Language Requirements:
- Fluency in English and Arabic, both written and oral
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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