The office of the United Nations Resident Coordinator is seeking an individual for the position of ADMINISTRATIVE ASSISTANT.
BASIC FUNCTIONS OF POSITION
Under the overall supervision of designated supervisor, the Assistant provides administrative support services ensuring high quality, accuracy and consistency of work.
The Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDG HQ, and UN Agencies in the country as required, to exchange information and support programme delivery.
FUNCTIONS / KEY RESULTS EXPECTED
Summary of Key Functions:
Support to formulation of ORC Annual Work plans and reports.
Support to management of the Office of the Resident Coordinator work
plan and projects.
Administrative support to the Office of the Resident Coordinator
Support to resource mobilization.
Support to knowledge building and knowledge sharing
Supports formulation of ORC Annual Work plans and reports focusing on
achievement of the following results:
Collection of information from UN agencies on activities and funds
under the ORC work plan and annual RC report.
Provides effective support to ORC activities and projects focusing on
the achievement of the following results:
Creation of projects in Atlas, preparation of budget revisions, revision
of project award and project status, determination of unutilized funds,
operational and financial closure of a project.
Preparation of budget and expense reports.
Presentation of information for audit of NEX projects.
Provides administrative support to the Office of the Resident
Coordinator focusing on achievement of the following results:
Preparation of non-PO vouchers for development projects.
Maintenance of the internal expenditures control system including timely
corrective actions on un-posted vouchers, including the vouchers with
budget check errors, match exceptions, unapproved vouchers, Journal
Entries.
Creation of requisitions in Atlas for development projects, registration
of goods receipt in Atlas.
Making budget check for requisitions, POs and vouchers.
Proving logistical and administrative support for the ORC members and
activities, including the organization of events and workshops,
preparation of travel arrangements, support visit of missions,
preparation of documents for meetings, among others.
Organize and maintain the files of the ORC.
Prepare draft minutes of meetings, short translations and summaries of
documents.
Update the directories (emails, telephone and contact information) of
the donor community and other key partners, in coordination with the
RC’s assistant.
4. Supports resource mobilization focusing on achievement of the following
results:
Review of contributions agreement, managing contributions in Atlas.
5. Supports knowledge building and knowledge sharing in the CO focusing on
achievement of the following results:
Participation in the trainings for the operations/ projects staff on
programme.
Contributions to knowledge networks and communities of practice.
IMPACT OF RESULTS
Accurate data entry and financial information, as well as efficient administrative support, has an impact on the quality and implementation of the ORC activities.
Competencies and Critical Success Factors
Corporate Competencies:
Demonstrates commitment to UN’s mission, vision and UN Core Values:
Integrity, Professionalism, and Respect for Diversity.
Displays cultural, gender, religion, race, nationality and age
sensitivity and adaptability.
Demonstrates basic knowledge of UN mandates.
Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning
plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard tasks related to Results
Management, including screening and collecting of programme/ projects
documentation, projects data entering, preparation of revisions, filing,
provision of information.
Ability to provide input to business processes re-engineering,
implementation of new systems, including new IT based systems
Good knowledge of Results Management Guide and Toolkit
Leadership and Self-Management
Focuses on result and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive
attitude.
Remains calm, in control and good humored even under pressure.
Demonstrates superior writing skills.
Recruitment Qualifications
Nationality: Nicaraguan
Education: University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences.
Experience: 3 to 5 years of relevant administrative or programme experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems. Knowledge of ATLAS system and UN/UNDP financial processes.
Language Requirements:
Excellent fluency in written and spoken in English and Spanish are required. Candidates without English skills will NOT be considered. Superior writing skills are essential to the post.
CONTRACTUAL STATUS AND ENTITLEMENTS
The successful candidate will be locally recruited for an initial period of six months, under a Service Contract modality, at the SC-5 level, and will be made by a Selection Panel consisting of at least 4 persons. The candidate will be covered under a medical and life insurance and other social benefits.
Interested applicants should submit an updated Curriculum Vitae with a brief letter of interest in English, attaching copies of University degree and language diplomas, to the UN: Attn.: Human Resources Office “Administrative Assistant-OCR” (Plaza España 400 mts. al Sur, contiguo a la Xerox or to the PO Box 3260 Managua) by the close of business on March 31st, 2008. Only candidates that fill the requirements will be contacted.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs (Charter of the United Nations - Chapter 3, article 8).
More information may be found at the UN website at:
http://www.onu.org.ni and
http://undp.org.ni
http://www.pnud.org.ni/