Administrative Clerk, Geneva, Switzerland

Organization: UNDP - United Nations Development Programme

Country: Switzerland

City: Geneva, Switzerland

Office: UNDP Geneva

Grade: G-4

Closing date: Friday, 20 November 2020

Job ID: 33558

Practice Area - Job Family: Management

Vacancy End Date: (Midnight New York, USA) 20/11/2020

Duty Station: Geneva, Switzerland

Education & Work Experience: C-HS Graduate or Equivalent - 4 year(s) experience, G-Bachelor’s Level Degree - 1 year(s) experience

Languages: English, French

Grade: G4

Vacancy Type: FTA Local

Posting Type: Common System

Bureau: Development Policy

Contract Duration: 1 Year with possibility for extension

Background

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work is carried out through a network of advisors and specialists located at HQ, Regional and Country Office levels, to ensure that local knowledge and context specific expertise is linked to cutting-edge global perspectives and advocacy. In this context, UNDP provides its policy advisory and programme support functions through the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains, in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan and works closely with the Crisis Bureau (CB) that has the responsibility to guide and implement UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery. The Nature, Climate and Energy Team as part of the GPN, supports countries to promotes and scales up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

UNDP’s 2018-2021 Strategic Plan emphasizes the critical links between environmental sustainability, climate change mitigation and adaptation, and broader efforts to achieve the goals of the 2030 Agenda and Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, and Energy (NCE) Team promotes and scales up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

The NCE Team works with governments, civil society, and private sector partners to integrate natural capital, environment and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy. This multi-billion dollar portfolio encompasses: Biodiversity and Ecosystem Services including forests; Sustainable Land Management and Desertification including food and commodity systems; Water and Ocean Governance including SIDS; Climate Change Mitigation and Adaptation; Renewable and Modern Energy; Extractive Industries; Chemicals and Waste Management; Environmental Governance and Green/Circular Economy and SCP approaches. This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships on natural capital, environment and climate, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF) which includes the Global Environment Facility Trust Fund (GEF Trust Fund); the Nagoya Protocol Implementation Fund (NPIF); the Least Developed Countries Fund (LDCF); and the Special Climate Change Fund (SCCF)). As part of UNDP’s partnership with these vertical funds, UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

Central Africa is home to the second largest tropical rainforest in the world. Forest loss is accelerating despite ongoing efforts, as government action alone has not been sufficient to establish an effective balance between the interests of the forest and of economic development. On this basis, a coalition of willing donors - the European Union, the Federal Republic of Germany, the Kingdom of Norway, the Republic of France and the United Kingdom of Great Britain and Northern Ireland - together with Central African partner countries - Central African Republic, the Democratic Republic of the Congo, the Republic of Cameroon, the Republic of Congo, the Republic of Equatorial Guinea, and the Republic of Gabon - have decided to enter into a collaborative partnership to establish the Central African Forest Initiative (CAFI) www.cafi.org . The objective of this initiative is to recognize and preserve the value of the forests in the region to mitigate climate change, reduce poverty, and contribute to sustainable development. This objective will be attained through the implementation of country-led, national scale REDD+ and Low Emissions Development (LED) investment frameworks that include policy reforms and measures to address the drivers of deforestation and forest degradation and promote sustainable development.

The CAFI Trust Fund is the principal means to implement the Central African Forest Initiative. It is administered by the MPTF-O (http://mptf.undp.org/factsheet/fund/AFI00). As per its Terms of Reference, UNDP provides the secretariat services.

The Trust Fund has more than US$230 million in approved programs and another US$200+ million in the pipeline. Under the supervision of the Head of Secretariat and the Program Operation Associate, the Programme Assistant is responsible for the day-to-day administrative support to the CAFI Secretariat. The PA therefore provides support to office management, human resources, sourcing consultants, financial management, documentation management, and support to monitoring and reporting as required for the successful management and achievement of the outcomes of the Initiative in compliance with the policies, processes and procedures of UNDP and the requirements of the Initiative’s donors.

The Programme Assistant works primarily, but not exclusively, with the CAFI Secretariat, MPTF-O, UNDP country offices, other implementing agencies of the Trust Fund, partner and donor country governments, other international/multi-lateral organizations, and contractors.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Provision of administrative and logistical support;
Provision of support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to preparation of CAFI Secretariat results-oriented workplans;
Assistance to the development of implementation materials, including project documents, guidance materials, templates, technical reports, etc. as required;
Provision of support to the management of the Trust Fund including with the preparation of the allocation package for CAFI Secretariat, regional CAFI countries, follow-up with MPTF on the transfer of funds, liaise with agencies (AFD/FAO/WB and others) and CAFI countries re documentation and signature of projects and accreditation, and in general facilitate the accreditation process of NUNOs to the CAFI Trust Fund;
Maintenance of files in the CAFI Secretariat including hardcopy and electronic filing of all supporting and project documentation;
Assistance in proper control of the supporting documents for payments and financial reports for NEX projects.

2. Provides administrative and logistical support, focusing on achievement of the following results:

Arrangement of travel and hotel reservations, preparation of travel authorizations;
Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
Administrative support to organization of conferences, workshops, retreats;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CAFI Secretariat SOP (Standard Operating Procedures);
Extracting, inputting, copying and filing data from various sources;
Maintenance of files in the CAFI Secretariat;
Support the recruitment of consultants or service providers ensuring compliance with the applicable UNDP rules & regulations;
Management of CAFI Secretariat subscriptions and synchronize documents, (Dropbox, WebEx, Gmail, google drive);
Management of Secretariat inventories and inventory records keeping;
Support to the CAFI Secretariat in meetings with key stakeholders especially the Executive Board meetings, as required;
Creation of requisitions and register goods receipt in ATLAS (ERP);
Creation of vendors in Atlas;
Budget check requisitions, Purchase Orders, and vouchers;
Assistance with the staff recruitment processes (written test, evaluation, scheduling interviews, etc.);
Follow-up on contracts extensions of staff;
Act as Leave Monitor for the team, ensuring Attendance Leave Records are correct in ATLAS;
Timely follow-up with staff/supervisors on completion of PMDs and corporate mandatory courses and other learning activities.

3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

Tags asset management biodiversity capacity development central africa climate change climate change mitigation collective action communities of practice developed countries development policy displacement economic development ecosystem services environmental agreements environmental sustainability extractive industries financial management forced migration forest degradation global environment facility green climate fund human resources human rights knowledge management knowledge sharing land management least developed countries management services monitoring and reporting natural capital ocean governance office administration office management peace and security procurement project management public administration sdgs sustainable development sustainable development goals sustainable land management technology transfer trust funds waste management

Collection of information on assets management, maintenance of records and files on assets management;
Maintenance of files and records relevant to office maintenance.

4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration;
Contributions to knowledge networks and communities of practice.

Competencies

Core

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done.

Technical/Functional

Event, Meeting and Workshop Facilitation-‚

Ability to organize and plan events.

Project Management -‚

Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

Quality Assurance -‚

Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.

Office Administration -‚

Ability to 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 -‚

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

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge.

Trust Fund Management

Knowledge of managing trust funds including contributions, allocations, delivery analysis, projections and senior management advisory on emerging financial mechanisms.

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency.

Required Skills and Experience

Education:

Secondary education, preferably with specialized training in administration, accounting, finance, or related area;
A Bachelor’s degree in Business or Public Administration, Finance, Economics, Political, Social or Natural Sciences, or other related fields with at least 1 year of relevant experience is an asset but not a requirement;
Certification in project management would be an added advantage.

Experience:

4 years, or 1 year of experience with a Bachelor’s degree, of progressively responsible experience providing administrative and management support to project/programme implementation and oversight required at the national or international level;
Experience supporting high-profile projects involving government stakeholders is desirable;
Experience with developing and handling reliable and complex spreadsheets and data bases and, with handling web-based ERP/management systems is required;
Experience organizing exchange workshops and/or training activities at the international level is required;
Working experience in an international organization and with developing countries is an advantage, as is knowledge of UNDP policies, procedures and practices;
Full computer literacy including advanced knowledge of word-processing, spreadsheet and database packages, and web-based management systems;
Successfully passed the United Nations Global General Service Test (GGST), waived if completed a Bachelor’s degree or higher.

Language Requirements:

Fluency in English and French, with good writing and communication skills;
Proficiency in other UN languages is an asset.

Disclaimer

Important applicant information

All posts in the GS 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.

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