Administrative Associate for the UN Resident Coordinator's Office for Mauritius and Seychelles (Open to Mauritius Nationality Only)

  • Added Date: Monday, 29 June 2020
  • Deadline Date: Monday, 06 July 2020

The position is located in the United Nations Resident Coordinator’s Office (RCO) in Mauritius (i.e. Multi Country Office - MCO for Mauritius and Seychelles) and reports directly to RCO Team Leader, and indirectly to the Resident Coordinator.

The position is located in the United Nations Resident Coordinator’s Office (RCO) in Mauritius (i.e. Multi Country Office - MCO for Mauritius and Seychelles) and reports to RCO Team Leader, and Resident Coordinator.

Within delegated authority, the Adminsitrative Associate  will be responsible for the following duties

Summary of Functions

  • Provides assistance to the execution of the mandate and function of the RCO Multi Country Office by managing the procurement, finance processes, databases, files, records etc. for Mauritius and Seychelles;
  • Organises internal and external meetings (of the RCO, UNCT, Results Groups etc.) and supports participation of resident (RAs) and non-resident agencies (NRAs) as well as visits and missions of UN Officials and consultants, etc;
  • Supports the coordination of joint activities, logistical arrangements and organisation of UN related events in Mauritius and Seychelles;
  • Provides secretarial services, budget updates, travel arrangements and approvals, processing of finance related claims and other relevant administrative support to the RCO team;
  • Covers the duties of the Executive Associate (EA) to the Resident Coordinator when required.

Provides assistance to the execution of the mandate and functions of the RCO Multi Country Office by managing the procurement and finance processes, databases, files, records etc. for Mauritius and Seychelles

  • Ensures effective support in implementation of the Strategic Partnership Frameworks for both Mauritius and Seychelles, including collation of inputs and other information needed;
  • Design and maintenance of various databases on SPFs and general UN information and data;
  • Preparation of inputs to the RCO/UNCT Work Plans/ reports;
  • Provision of assistance to inter-agency results groups and committees;
  • Manages incoming and outgoing communications, including on meetings, events, invitations – both from internal and external stakeholders;
  • Maintains a record of important events participated in by the RC, RCO team and UNCT;
  • Drafts emails, invitations, letters and TORs as required;
  • Raises requests via the online UNRCS Portal (IRIS) for procurement, human resources, finance related claims, expenses and other requirements as needed;
  • Liaises with UNDP and/or other UN Agencies providing operational support to the RCO;
  • Maintains and updates any online folders, databases, files, records, UN website etc;
  • Maintains and updates lists of members of the UN Country Team, Development Partners Group, Results Groups and that of other inter-agency groups;
  • Maintains up-to-date database of invitation/participant lists and partner lists for the RCO/UNCT;
  • Maintenance of information on RC system activities through good filing and records keeping system;
  • Support for the preparation of public information materials as requested;
  • Keeps abreast with UN Reform and guidance documents relevant to the work and mandate of the RCO.



Organises internal and external meetings (of the RCO, UNCT, Results Groups etc.) and supports     participation of resident (RAs) and non-resident agencies (NRAs) as well as visits and missions of UN     Officials and UNCT Members, etc

  • Organises weekly and monthly meeting of the RCO and UNCT respectively, and facilitate participation of the UNCT as needed;
  • Organises other meetings involving the RC, RCO, UNCT and others as required;
  • Develops agenda of meetings and takes minutes of meetings as requested;
  • Liaises with relevant offices and stakeholders (internal and external) as needed;
  • Provides technical and logistical support for the visits and missions of UNCT Members and other UN Officials, and consultants.

Supports the coordination of joint activities, logistical arrangements and organisation of UN related events in Mauritius and Seychelles

  • Monitors the deliverables as per timelines of contracts, initiatives and events managed and/or coordinated by the RCO for payment purposes;
  • Develops checklists of to do items for joint activities and events - such as the annual UNCT Retreat, UN Days and other events that may be supported by the UN system;
  • Liaises with hotel and event organizers for logistical and other arrangements;
  • Coordinates internal and external participation in joint activities and events

Provides secretarial services, budget updates, travel arrangements and approvals, processing of claims and other relevant support to the RCO team

  • Provides secretarial support to the RCO Team, as needed;
  • Provides secretarial and basic ICT support for RCO and UNCT meetings;
  • Provides RCO budget updates, including on incoming contributions and expenses;
  • Processes travel claims and approvals needed for the RCO team, consultants, experts, speakers and others as needed;
  • Ensures proper control of supporting documents for incoming funds from DCO, UN agencies, private sector and others; as well as for payment purposes;
  • Processes other expense and petty cash claims;
  • Liaises with UNDP or agencies providing operational services to the RCO - on vendor/grant contracts, procurement, payments etc;
  • Undertakes other duties as directed by the RCO Team Leader and/or UN RC.


Covers the duties of the Executive Associate (EA) to the Resident Coordinator when incumbent is on leave or away for mission.

 

Core   
Innovation

Ability to make new and useful ideas work   

Level 3: Adapts deliverables to meet client needs

Leadership
Ability to persuade others to follow   

Level 3: Proactively seeks and recognizes contributions of others

People Management
Ability to improve performance and satisfaction   

Level 3: Appropriately involves team in different stages of work and decision-making

Communication
Ability to listen, adapt, persuade and transform   

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery
Ability to get things done while exercising good judgement   

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional   
Competency Name

Administrative Knowledge   

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Competency Name
Web Based Applications

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Competency Name
Advanced level of Excel Spreadsheet

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

 

Education

  • Secondary Education with specialized training in administration;
  • University Degree or equivalent in Business or Public Administration, Finance, Social Sciences, or related field would be desirable, but it is not a requirement.


Experience   

  • A minimum of 6 years of progressively responsible administrative or programme experience is required at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).


Language Requirements

  • Proficiency in English;
  • Working knowledge of French is desirable;
  • Knowledge of Creole is desirable.


Other

  • Excellent Communications skills;
  • Client Orientation;
  • Quick Learner
     

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 6 months

This vacancy is archived.