Background
Hosted in the UN Development Programme (UNDP) premise, the Staff Council Office (SC) is the entity that lays the foundation of the Personnel Association for UNDP, UNFPA, UNOPS and UNWOMEN.
SC is the representative of the collective and individual rights and diversity of all persons who serve in the 4 agencies it administers, where all personnel rights, well-being, interests, welfare, conditions of employment and morale will be safeguarded, respected, promoted and defended.ย
Position Purpose:
Under the guidance and primary supervision of the Chairperson, Staff Council, the Operations Associate will be responsible for the execution of a wide range of administrative processes for the Staff Council, ensuring timeliness, efficiency and transparent use of resources and delivery of services in accordance with organizational rules, regulations, policies, and procedures. The Operations Associate promotes a client-oriented approach consistent with organizational rules and regulations, standard practices, and guidelines.
Duties and Responsibilities
Administrative support for the Chairperson focusing on the following results:
Supports office administration and functioning of the secretariat of the Staff Council Supports communication on vital matters to all agencies of the Staff Council. Schedules meetings and manages the calendar of the Staff Council. Supports procurement and travel arrangements and related logistics of Staff Councilย Maintains an overview and advises the Council members on any information needed for operational support and services to the office, statutory bodies, the federation of international Civil Servantsโ Associations Agencies and other key partnersย Maintains an overview of membership contributions and supports approaches and tools which can increase membership contribution. Keeps abreast of changes in administrative and operational rules, regulations, and procedures, sometimes providing interpretation. Drafts correspondence; drafts reports, evaluations and justifications as required on general administrative or specialized tasks; maintains confidential files.ย Drafts letters regarding Staff Council finance related matters. Briefs new Council members on general administrative matters, provides advice and arranges administrative support as required. Maintains close contact with relevant UN System wide policy to ensure that staff members are guided on the right approach/procedure to follow.ย Liaises with the Executive Boards, UNDP Office of Administration and UN Secretary-Generalโs office. Writes agendas and takes minutes at various meetings attended by the Staff Council.Support to Staff Council activities focusing on the following results:
Monitors and follows up on the Staff Councilโs programme of work and work plan. Supports implementation of activities of the Programme of Work Coordinates with the election of Polling Officers, Legal and Audit Committees. Prepares the agenda of weekly Staff Council meetings and other meetings wherein the Staff Council is involved. Provides schedules of Staff Council meetings. Attends, as necessary, UNDP and non-UNDP meetings related to staff matters and drafts minutes and summaries of meetings. Supports the drafting of the Annual Report of the Staff Council for discussion within the Council. Provides support to corporate efforts on behalf the staff council (for example the Global Staff Forum).ย Supports secretariat of the council on matters relating to administration, coordination, planning of workshops, meetings, conferences etc. Creates communication products, updates Staff Councils internal platforms, including the SharePoint page, and assists visibility activities of the Staff CouncilFinance support for Staff Council focusing on the following results:
Examines, reviews, processes, and records any finance related movements, transactions of the council. Compiles financial data and prepares relevant financial statements. Monitors and replies to inquiries and communicates with respective offices regarding Staff Council accounts.ย Reviews financial control systems and procedures to ensure correct reporting of the Staff Councilโs finances and makes recommendations for improvements to the Treasurer and Chairperson.Other Duties:
The incumbent performs any other duties within their functional profile as deemed necessary for the efficient functioning of the Office and Staff CouncilSupervisory/Managerial Responsibilities:ย
NoneCompetencies
Core -ย CoreBehaviouralCompetencies.pdf (undp.org)
Achieve Results:
Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:
Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsยLearn Continuously
Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agilityย
Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleยAct with Determination ย ย ย ย ย ย ย
Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner
Level 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion
Level 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationยCross-Functional & Technical competencies:
Business Direction & Strategy - Business Acumenย ย ย ย ย ย ย ย ย ย ย
Business Management - Customer Satisfaction/Client Managementย ย ย ย ย ย
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.ยBusiness Management - Monitoring
Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and resultsFinance - Budget Managementย ย ย ย ย ย ย ย
Ability to support budgetary aspects of work planning process, drawing and management of team budgetsยPartnership management - Relationship managementย ย ย ย ย
Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understandingBusiness Management โ 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 audienceBusiness Development - Knowledge Generationย ย ย
Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated needRequired Skills and Experience
Education:
Completion of Secondary Education is required or; University Degree (Bachelorโs) in Business, Public Administration, or other relevant fields is an advantage, but not a requirement.Experience:
Minimum 6 years (with Secondary) or 3 years (with University Degree) of progressively responsible experience in administrative and/or Programme support services is required. At least 2 years of working with UN financing mechanism is a requirement. Experience in using UNDPs ERP systems is a requirement. Experience in the use of computers applications and software packages (MS Word, Excel, Zoom, MS Teams etc.) as well as web-based management systems is required Experience with the development of communication and visibility material would be an asset.Language Requirements:
Fluency in written and spoken English is required. Working knowledge of French or Spanish would be an asset.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
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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.
ย