Administrative Associate, New York, United States
Organization: UNDP - United Nations Development Programme
City: New York
Office: UNDP New York, USA
Closing date: Thursday, 2 February 2023
Job Identification : 6669
Locations : New York, United States
Posting Date : 01/19/2023, 12:15 AM
Apply Before : 02/02/2023, 04:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : G6
Vacancy Type : Fixed Term
Practice Area : Management
Bureau : Human Development Report Office
Human Development Report Office
Contract Duration : 2 Year with Possibility for extension
Education & Work Experience : High School certificate - 6 year(s) experience
Required Languages : English
Mobility required/no mobility
no mobility required
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.
The Human Development Report Office (HDRO) is responsible for the preparation, production and publication of the Global Human Development Report (HDR) - the UNDP’s annual flagship report. A Research Team, a Statistical Team and a Production Manager jointly accomplish these tasks under the direct guidance and supervision of the Director, HDRO and the Lead Author of the Report. The core teams are supported in its research, analysis, data and statistics though commissioned background papers, think pieces, consultations with internal (UNDP units) and external partners
Under the guidance of the HDRO Director and the joint supervision of the heads of the Research Team, the Statistical Team and the Production/Digital Team, the Administrative Associate will support the Research and the Statistical Teams and the Production Manager in accomplishing the relevant work plans and in producing the Global HDRs and other products of HDRO. In undertaking the exercise, the staff member will undertake the following tasks listed below.
Duties and Responsibilities
Provides Support to the substantive work of HDR Research, Statistical and Production/DigitalTeams focusing on achievement of the following results: (40%)
Smooth liaising with relevant partners to solicit their input to the HDR under preparation through drafting and sending invitations to participants (Executive Office, Directors of Bureaux, RRs), timely documents circulation and follow up to enable timely feedback; supports the convening of internal consultations and seminars.
Smooth liaising with external partners contributing to the HDR through substantive support to the logistical planning and preparation of consultations, seminars and other organized by the Research and Statistical Teams. This entails, in particular, being the focal point for the logistic arrangements of the meetings (New York and elsewhere). Drafting basic correspondence and sending invitations, follow up with invitees regarding their participation, including travel arrangements (see also below), identifying and reserving appropriate venue, arranging catering, technical support for presentations, etc.
Smooth logistical support to other events organized for the preparation and be the focal point for the logistic arrangements of occasional seminars and brainstorms, such as Statistical Advisory Panel meetings; interagency consultations; special expert meetings, workshops or in-house meetings organized throughout the year.
Appropriately formatted external correspondence, including letters, invitations, etc.; preparation of documentation including through basic lay-out and photocopying.
Provides Administrative Support for the Research, Statistical and Production/Digital Teams focusing on achievement of the following results: (10%)
Appropriate and timely travel arrangements for the team, including through coordination with other travel partners from the internal or external environment. Prepares travel authorizations and other travel-related documents;
Up-to-date G-4 visas, Laissez-Passers, Ground Passes, etc. by monitoring their expiry date and taking timely action.
(As per above) appropriate travel arrangements for invited external participants to meetings and events - as well as other team-selected contributing researchers, designers and other contractors, as instructed, in consultation with HDRO Operations unit, Travel Section and American Express; initiate follow-up action to expedite such travel or troubleshoot any problems;
Fully-up-to date mailing list for National Statistical Offices (NSOs) and filing systems for correspondence and other documents handled or addressed to the team;
Timely purchases and logging of academic literature requested by the Director or Research, Statistical and Production/Digital Teams,
Drafting or redirects correspondence and enquires addressed to the team;
Timely follows up on routine actions and deadlines of activities involving the team input;
Supports substantively the procurement processes for the team through the following activities in the UNDP ERP System: (10%)
Preparation of requisition plan for the unit;
Preparation of requisitions and Purchase Orders (PO) in ERP;
Creation in ERP of vendor set-up information; Buyers profile;
Support to team members in preparing submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched, as well as timely corrective actions on POs with budget check errors and other problems;
Liaising with team members and follow up on contracts for consultants and vendors in collaboration with supervisors and help ensure timely payment;
Review and ascertain whether procurement documentation is in conformity with project objectives, fund availability and in line with UNDP rules and regulations;
Support the unit in preparing long lists of consultants for selection by supervisor and compile supporting documents.
Provides support to the administration of budgets and financial management for HDRO focusing on achievement of the following results: (15%)
Timely review of the HDR preparation budget against the office wide budget (centralized budget) and advise to the Team Leaders on necessary revisions, regularly reviewing ERP financial reports;
Timely revisions to the HDR preparation budget as appropriate;
As appropriate, preparation of donor financial reports based on regular monitoring of donor contributions in ERP and prepare financial reporting;
Smooth and timely liaising with the Operations Manager on the HDR preparation budget, including monitoring of the project delivery, keeping track of all consultants and vendors and keeping the Team Leaders informed about the budget, including potential problems;
Proper control of the supporting documents for payments and financial reports for projects.
Maintenance of the proper filing system for finance records and documents;
Provision of the information for the audit;
Creation of requisitions in ERP for projects, register of goods receipt in ERP, and preparing supporting documents of funds and activities.
Making budget check for requisitions and POs.
Appropriate administrative support that the team may need including when the senior policy advisor is absent;
Use of 5% official work time for self-learning (with priority to UNDP mandatory courses).
Focal point for the distribution of Human Development Reports and related products: (15%)
Liaise with the HDR print/distribution vendor and handle the distribution of HDRs to UNDP Country Offices (CO), launch events and other target audiences:
Ensure timely shipment of publications and orders, monitor shipment status, and resolve shipping or customs-related problems in a timely manner
Assist UNDP CO’s with placing orders and provide guidance
Ensure that the distribution vendor follows HDR distribution best practices
Receive and monitor daily distribution reports
Maintain all distribution related databases and lists, input data, clean up entries, and share with the HDRO management for clearance
Handle the distribution to local target audiences
Manage the HDR Distribution site:
Monitor the site, track and record any problems and communicate with the web analyst and production/web manager for prompt resolution
Ensure all payments were received before marking orders for processing/fulfillment
Ensure all information on the site is up to date
Maintain the inventory of HDR products. Prepare and submit quarterly Inventory Reporting of HDRO publications to the relevant BMS Office.
Support HDR Production and Web (10%)
Report to the HDR Production/Digital Manager on distribution, production budget, invoices and other issues
Create vendor profiles, PO’s, prepare supporting documentation and ensure completion for vouchers/payments
Ensure that all invoices using the corporate credit card are received and sent on a monthly basis to Operations
Escalate any unresolved distribution- or production-related issues to the production/web manager
Prepare travel arrangements as needed.
Core - CoreBehaviouralCompetencies.pdf (undp.org)
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies:
Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
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.
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Quality Assurance of corporate data
Performance and data analysis and sharing lessons
Required Skills and Experience
Secondary Education with specialized certification in Business Administration, Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
6 years of experience in administrative or programme assistant experience is required at the national or international level.
Advanced knowledge and experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.) as well as in-depth knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Experience in supporting project management in terms of the planning and implementation of projects, managing budgets and other related data, and reporting.
Good knowledge of UNDP policies and practices is an advantage
Fluency in English and other UN languages is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Important information for US Permanent Residents (‚Green Card‘ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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Link to the organization’s job posting: https://unjobs.org/vacancies/1674166370196