Background
Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. 
 
Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes sélectectionnés /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents. 
Job Purpose and Organizational Context

The Resident Coordinator’s Office in Burundi accommodates a new Cluster headed by a Senior Human Rights with the assignments of championing and contributing to the UN Country Team programming endeavours as well as the individual agencies’ programmes and activities. The central positioning of the Cluster and its institutional, operational and programmatic ties with the HQ of the Office of the High Commissioner for Human Rights (OHCHR) call for strong management skills and programme support, which are meant to be addressed through this position.

The Administrative and Programme Management Associate will be responsible for shaping the organizational and operational structure of the Cluster as well as its smooth functioning, including from the human resources and programme management perspective. The incumbent works in close collaboration with HQ in Geneva, the UNDP Operations and programmes staff as well as with partners as necessary. He/she works in collaboration with other UN agencies staff to exchange information and ensure consistent service delivery 

Under the overall guidance and supervision of the Senior Human Rights Adviser (SHRA), the Administrative and Programme Management Associate provides the overall administration and execution of inter-related operational and logistical activities to the SHRA Unit, ensuring high quality and accuracy of work. The Administrative and Programme Management Associate promotes a client, quality and results-oriented approach, is responsible for effective and transparent implementation of the Office’s Annual Workplan and Costplan, and ensures effective delivery of a wide range of administrative and human resources services in compliance with the applicable rules and procedures. He/she analyzes and interprets the programme management and administrative rules and regulations and provides solutions to a wide spectrum of complex related issues. Provide a brief, one paragraph summary of the position’s key objectives, contributions and scope of responsibilities to serve as an introduction to the Key Duties and Accountabilities.
Duties and Responsibilities

1.) Contribute in the preparation of annual workplans and costplans

Example of Duties:
  • Provides operational and logistic support for the implementation of programmes;
  • Prepare cost plans for activities and operations as per elaborated annual work plan;
  • Ensures procurement and logistic requirements for activities;
  • Ensures timely evaluation of services provided and follows up on the payment of suppliers related to specific activities and operational services.

2.) Provide operational support to the Cluster and work of staff

Example of Duties:
  • Ensures constant availability of office consumables;
  • Plans personnel needs, and supply by priority as approved and instructed by the Senior Human Rights Adviser;
  • Provides staff with operational office equipment and liaise with IT to advice management on solutions to non-operational equipment considering United Nations procurement rules;
  • Makes sure office telephone and internet are always operational, liaises with providers for contracts issues, technical problems and follow up repairs;
  • Identifies the organisation’s procurement needs and potential suppliers;
  • Proceeds with weekly inventory of office consumables and replenishes constantly;
  • Ensures a good suppliers relationship and contract management and provide amiable solutions to conflicts;
  • Ensures management of Office assets and reports thereon.

3.) Process travel and related formalities

Example of Duties:
  • Processes local travels and proceed with all travel formalities, liaise with headquarters for local staffs’ international missions;
  • Makes sure vehicles are in good state and operational; ensures constant fuel availability;
  • Processes relevant operations through Umoja and other platforms, as appropriate.

4.) Follow up and report on service delivery

Example of Duties:
  • Contributes to the work of the administrative and Programme Management cluster as well as the implementation of office activities, as appropriate;
  • Reports on status of project management, and monitor programme implementation rate;
  • Prepares reports to supervisor on agreed performance indicators for effective management and achievement of results;
  • Conducts research, analyses, verifies and synthesizes data and information and supports the preparation of reports regarding partners (current and potential).

5.) Provide support to staff on security considerations

Example of Duties:
  • As security focal point for the office, liaises with United Nations Department of Safety and security (UNDSS) on specific security measures and recommendations;
  • Attends the United Nations Department of Safety and Security meetings,  provides UNDSS with updated staff lists for the weekly radio check;
  • Makes sure staffs’ VHF radios are operational, and always send reminders for the weekly radio check;
  • Follows on the implementations of office survey recommendations made by the security advisor to make the office MOSS compliant;
  • In collaboration with UNDSS draft and finalizes the office Business Continuity Plan (BCP) and organize practising exercises, always keeps the plan updated;
  • Organizes international staff’s residences security survey to be carried out by UNDSS.

Supervisory/Managerial Responsibilities.
Requirement

Education

A high school diploma or similar is required. Complementary work-related technical or academic courses would be an asset.

Experience, Knowledge, and Skills
  • Six (6) years of progressively professional experience in administration, general office management and/or logistics.
  • Experience with United Nations/UNDP rules and procedures is desirable.
  • Experience in managing support services in United Nations is desirable
  • Experience in handling of web-based management systems (Umoja, Inspira) is desirable.
  • Experience of Microsoft Office (outlook, word, excel, power point, internet, etc.).
  • Fluency in written and spoken French is required.
  • Working knowledge in English is desired.

Expected Demonstration of Competencies

Innovation

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Communication & Relationship Management

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Delivery

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

People Management 

Cross-Functional & Technical competencies 

Thematic Area

Name

Definition

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

Administration & Operation

Office Administration

Manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Procurement

Procurement

The ability to acquire goods, services or works from an outside external source

Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Administration & Operation

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

Vehicle management

Knowledge of policy & procedures on fleet management

Travel Policy & Procedures

Knowledge of travel policy & procedures, ability to interpret travel policy, the Staff rules, administrative circulars and financial regulations and rules on travel related matters.

 Keywords

 List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform workforce planning of critical skill supply and demand. 

  • Office Administration
  • Knowledge of Procurement policy and procedures
  • Knowledge of Logistics operations
  • Travel management
Disclaimer

Les candidatures féminines sont fortement encouragées. 

Informations importantes pour les candidats 

Tous les postes dans les catégories NPSA sont soumis à un recrutement local. 

Informations pour les candidats concernant le « Roster » du PNUD 

Note : Le PNUD se réserve le droit de sélectionner un ou plusieurs candidats de cet avis de vacance.  Nous pouvons également conserver les candidatures et prendre en considération les candidats postulant à ce poste pour d'autres postes similaires au sein du PNUD, au même niveau hiérarchique et avec une description de poste, une expérience et des exigences éducatives similaires. 

Diversité de la main-d'œuvre 

Le PNUD s'engage à assurer la diversité au sein de son personnel et encourage tous les candidats qualifiés, indépendamment de leur sexe, de leur nationalité, de leur handicap, de leur orientation sexuelle, de leur culture, de leur religion et de leur origine ethnique, à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Nous encourageons vivement les candidatures féminines. 

Scam warning 

Les Nations Unies ne facturent aucun frais de candidature, de traitement, de formation, d'entretien, de test ou autre dans le cadre du processus de candidature ou de recrutement. Si vous recevez une sollicitation pour le paiement d'un droit, veuillez ne pas en tenir compte. En outre, veuillez noter que les emblèmes, logos, noms et adresses sont facilement copiés et reproduits. Il vous est donc conseillé d'être particulièrement prudent lorsque vous soumettez des informations personnelles sur le web. 

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