Background
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more atย undp.orgย or follow at @UNDP
Duties and Responsibilities
UNDP (United Nation Development Program) is a key development partner of the Government of Sรฃo Tomรฉ and Principe.ย The Strategic Plan 2023-2027 of the Country Office focuses on key areas .including democratic governance, peace building, climate change, renewable energies, sustainable management of natural resources and economic growth. This work is already underway and supports the country in accelerating progress towards the Sustainable Development Goals and currently to mitigate the impact of COVID19.To increase performance and efficiency of UNDP delivery of quality results, the office is divided in two portfolios:
Portfolio CESA | Economic Growth and Environmental Sustainability Portfolio GOVREC | Governance and Capacity Building3. ย Scope of Workย
Support to the implementation of operational and management strategies Support to administrative and logistical services Maintenance of the registry system and effective mail management Support to Pouch services Support to knowledge building and knowledge sharing Any other task assigned by the Supervisor1. Ensures implementation of operational and management strategiesย focusing on achievement of the following results:
Full compliance of administrative management and inventory ensuring thatย proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied. Provision of inputs to the COย administrative business processes mapping and implementation of the internal standard operating procedures (SOPsย Implementation of operational and management strategies).2. Ensures effectiveย administrative and logistical services, focusing on achievement of the following results:
Contacts with visitors and project personnel, arrangement of appointments and meetings, prepare rooms for meetings, act as an interpreter when required and/or taking minutes. Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions. Translation of simple correspondences/documents from/to Portuguese, French, English and vice versa, when needed. Maintenance of records/ documents/ files relating to the project in a user-friendly manner both in paper and sharepoint filing systemsย Be responsible for assigned correspondence and other admin tasks including creating E-requisitions Support toย travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents Administrative support to conferences, workshops, retreats Arrangement of vehicle transportation, regular vehicle maintenance and insurance Assistance in proper control of supporting documents for payments and financial reports Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification Prepare documents for the Portfolio projects receipting of goods and servicesย Preparation of routine correspondence, faxes, memorandum and reports to partners Extracting, inputting, copying and filing data from various sources as required Maintain a proper filing system for financial records ensuring safekeeping of confidential materials Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.ย Extraction of data from various sources.Organise agenda and follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Portfolio Manager and other projects managers as requested.
Assistance in the preparation of document, provision of information for audit purposes.
3.ย Providesย support to maintenance of the registry system, effective mail management,ย focusing on achievement of the following results:
Set up and maintenance of the Office filing system in accordance with the UNDP Global Filing System in case of vacatur, Set up and maintenance of the Porfolio filing system in accordance with the UNDP Global Filing System, Opening of new subject files as required and disposal of old files in accordance with the established retention schedule, Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents, Provision of photocopies of material from the confidential registry files, as requested by staff.ย Assistance in the collection ofย reference and background material from registry files Establishment and maintenance of records system of file movements within the Portfolio; maintenance of the office circulation and reading files, Preparation of correspondence and reports related to registry activities, Receives, screens, logs and routes correspondences, attaches necessary background information and maintains follow-up systems, Registers, classifies and routes all incoming correspondence, documents and other material. Open new subject files as required and disposes of old file in accordance with established retention schedules. Drafts non substantive correspondence on routine matters and ensure follow-up. Maintains office records and reference files on various subject.4. Ensure Cost Recovery on Pouch Operationsย focusing on achievement of the following results:
Provision of information for proper prorating and billing of user agencies.5.ย ย Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participation in the training for the operations/programme staff.ย Sound contributions to knowledge networks and communities of practice. Draft meeting reports and distribute them as requested.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
Competencies/Required Skills and Experience
Education:
โข Secondary education is required. Or
โข A University Degree (Bachelorโs Degree in Business, financial management, Public Administration or a relevant related fields will be given due consideration but not a requirement
Experience:
Minimum six (6) years (with Secondary education), or three (3) years (with Bachelorโs Degree of relevant experience in Administration or Programme support service is required.
Required Skills:ย
Excellent capacities in the usage of computers and Office Software packages (MS Office at minimum, Graphic skills, etc.)
Desired Skills:
Experience in handling of Web-based management systems would be an asset.ย Familiarity with IT management Experience of working with NGOs or the UNยRequired Languages:
Fluency in written and spoken Portuguese and English is required.ย ย
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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