Background
ย Diversity, Equity and Inclusion are core principles at UNDP:ย 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 โleave no one behindโ 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.
ย 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 position is with the Administration Unit of the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat and is responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures a framework for each actor to contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action, in partnership with national and international actors, to alleviate human suffering in disasters and emergencies, advocate for the rights of people in need, promote preparedness and prevention, and facilitate sustainable solutions.
This vacancy is for the position of Administration Associate, based in Caracas, Venezuela. Within the limits of the delegated authority, under the general supervision of the Head of Administration the Administration Associate will be responsible for various tasks and execution of varied operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. This position requires good general analytical capacity, information management and organizational skills.ย
ย Duties and Responsibilities
1.) ย ย Provide administrative quality support to enable immediate and effective response to the requirements of the OCHA Venezuela office.
2.) ย Manage human resources processes that allow the inclusion of qualified personnel to achieve OCHA Venezuela's objectives.
Support the recruitment processes of national and international personnel: call for personnel, application of written test, onboarding process. Manage visa, accreditation and driver's license applications for international personnel to perform functions in the country in liaison with the Ministry of Foreign Affairs (MPPRE). Manage requests for diplomatic badges for the OCHA Venezuela office. Maintain updated personnel data in physical and digital format (general human resources data, overtime, leave control, CIGNA beneficiaries, mandatory courses). Generate the Global Index Data (GID) in Umoja and complete the HR Mini Master for national staff. Manage account requests for access to the Inspira platform for national staff. Follow-up of OCHA's mandatory courses Draft routine correspondence. Supports UNV administrative data and records for attendance control, performance evaluation, etc. in electronic information systems. Performs as focal point for medical emergencies of all staff.3.) ย Provide logistical support to enable OCHA Venezuela staff to operate efficiently within the established time frame.
Logistical support for conferences, workshops and retreats. Manage requests for private vehicle transportation for national and international personnel.ย Support in the custody and delivery of office and cleaning materials. Support as backup in the registration and elaboration of the inventory of office, cleaning and visibility material. Receive and deliver correspondence from OCHA Venezuela staff.ย Competenciesย
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 pragmatic problem solver, makes improvementsย
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agilityย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determinationย 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 discriminationย ย Thematic Area Name Definition 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 fulfil and understand the real customers' needs.ย Provide inputs to the development of customer service strategy.ย Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns. Business Management Operations Management Ability to effectively plan, organize, and oversee the Organizationโs business processes in order to convert its assets into the best results in the most efficient manner.ย Knowledge of relevant concepts and mechanisms Business Managementย 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, socialย media and other appropriate channelsRequired Skills and Experience ย Education: A bachelor's degree is required A university degree in Business Administration, Public Administration, Human Resources Administration, Finance, Accounting or related courses will be taken into account. Certifications in Administration or Procurement are desirable. Experience: Minimum of 6 years (with high school diploma) or 3 years (with bachelorโs degree) of relevant experience in administration or programme support services. Minimum of 2 years of experience in human resources area.ย Experience with United Nations and/or NGOs. Knowledge in human resources processes such as recruitment of national and international personnel, call, application of written test, interviews, onboarding process, as well as managing international personnel the necessary documentation to perform functions in the country in a legal manner. Experience in procuring goods and/or services, preparing budget requests, receiving quotations, creating and paying suppliers in SAP or any other finance/administrative system, as well as processing request for requisitions and Low Value Acquisitions processes.ย Knowledge of performing Personnel Data in SAP or any other HR system.ย Experience in the use of computers, office software packages (MS Word, Excel, etc).
Language Requirements:
Fluency in the UN language of the duty station is required. Working knowledge of English, desirable.ย
Disclaimer Important information for US Permanent Residents ('Green Card' holders)ย
ย 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.ย
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.
ย Applicant information about UNDP rosters
ย Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
ย Non-discrimination
ย 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.ย ย
ย 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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