Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 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.
Job Purpose and Organizational Context
United Nations Office of High Commissioner for Human Rights-East African Regional Office (OHCHR-EARO) is engaged in various activities to advance the promotion and protection of human Rights in the East Africa region, including Ethiopia, Djibouti, Tanzania and Uganda in cooperation with the respective Governments, national human rights institutions, civil society organizations, UN Country Teams and other development partners.
Under the guidance of Human Rights Officer (P4) and direct supervisor of the Program Management Officer (P3), the Programme Assistant ensures effective delivery of the EARO’s workplan by supporting programme implementation consistent with UN rules and regulations.
The Programme Assistant works in close collaboration with OHCHR/UNDP and relevant national authorities to ensure efficient Operations, Programme Management and Support, Administration and Logistics services. In doing all this he/she ensures the maintenance of the profile, dignity and confidentiality of the Office.
Duties and Responsibilities
Under the supervision of the Programme Management Officer, the incumbent will perform the following tasks:
- Assist in the coordination of programme/project planning and preparation of work for the Uganda and other regional programme.
- Provide support for the organization of in-person and online meetings/events including logistics, administrative and procurement support, including handling travel services for staff and meeting participants.
- Assist in the administration of programme/project implementation, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions, e.g. recruitment and appointment of personnel, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
- Monitor status of project proposals and compile, summarise, and present basic information/data on the specific programme /project and related topics or issues.
- Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
- Draft correspondence on administration-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; handle routine administrative tasks such as maintaining attendance records, assessing telephone billing, etc.
- Perform other duties as assigned.
Core Competencies
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Direction & Strategy: System Thinking – Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Development: Collective Intelligence Design – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Business Management: Project Management – Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
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
- Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management: Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency; provide consistent solutions and deliver timely and quality results and/or solutions to fulfill the real customers’ needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients’ immediate requests.
- Ability to participate in client’s upcoming needs and concerns.
Business Management: Operations Management
- Ability to effectively plan, organize and oversee the Organization’s business processes to convert its assets into the best rules in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
Administration and Operations: Events Management (including workshops, training and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience
Education:
- High school diploma or equivalent or bachelor’s degree in Management, Business Administration or related field is required.
Experience:
- A minimum of 5 years (with a high school diploma) OR 2 years (With a bachelor’s degree) of experience in administrative services, general office support or related area
- Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja is desirable.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable.
Language:
- English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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