Job: EXECUTIVE ASSOCIATE

Location : New York, UNITED STATES OF AMERICA

Application Deadline : 01-Oct-13

Type of Contract : FTA Local

Post Level : GS-6

Languages Required : English  

Starting Date : (date when the selected candidate is expected to start)

14-Oct-2013

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

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application. 

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). 

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Under the overall guidance and supervision of the Director of the Procurement Support Office (PSO), the Executive Associate supports the overall management of administrative services in PSO. The Executive Associate promotes a client, quality and results-oriented approach.
 
The Executive Associate works in close collaboration with colleagues in PSO and other UNDP bureaus, as well as with staff from other UN agencies to exchange information and ensure effective service delivery.

Duties and Responsibilities

Summary of key functions:

• Implementation of operational strategies;
• Efficient administrative support;
• Support to supply and assets management;
• Support to administrative and financial control; and
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the Procurement Support Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); and
• Preparation of administrative team results-oriented work plans.

Ensures efficient administrative support, focusing on achievement of the following results:

• Preparation, finalization and dispatching of correspondence;
• Organization and coordination of calendar of meetings/appointments;
• Maintenance of electronic registry of correspondence received through the Office of the administrator and the BOM Directorate; ensure follow-up to such correspondence;
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
• Organization of workshops, conferences, retreats;
• Support with protocol matters, prepare and process visa requests; process requests for new or renewal of UN Laissez-Passes;
• Serves as leave monitor for PSO, monitors monthly attendance of staff; maintains leave records; and
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the Procurement Support Office, timely preparation and submission of periodic inventory reports; and
• Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Management of recruitment of personnel on IC contracts: prepares and processes recruitment documentation, including requests for G-4 visas, Laissez Passes, ground passes etc.; prepares costing sheets and contracts; prepares and processes documentation for contract extensions through ATLAS;
• As budget focal point, maintains administrative control records such as commitments and expenditures;
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in ATLAS; effect payments through ATLAS;
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
• Proper control of supporting documents of funds and activities; and
• Provision of the information for the audit.

Supports knowledge building and knowledge sharing, focusing on achievement of the following results:

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work; and
• Sound contributions to knowledge networks and communities of practice.

Impact of results:

• The person will help Procurement Support Office in its daily work making it more efficient and effective.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Highest standards of integrity, discretion and loyalty.

Functional Competencies:
 
Knowledge Management and Learning:

• Shares knowledge and experience;
• Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;

Critical Thinking:

• Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems.

Development and Operational Effectiveness:

• Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets;
• Sound knowledge of financial rules and regulations;
• Ability to provide input to business processes re-engineering, implementation of new system.

Client and Personal Service:

• Focuses on result for the client;
• Able to conduct needs assessment of client;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change;
• Responds positively to feedback and differing points of view;
• Ability to communicate effectively and work in teams.

Required Skills and Experience

Education:

• Secondary education. Certificate in administration. University Degree would be desirable, but is not a requirement. UNDP Procurement Certification programme would be an asset.

Experience:

• At least 6 years of progressively responsible experience in administration or programme support service;
• Sound experience and knowledge of ATLAS required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. 

Language requirements:

• Fluency in both spoken and written English required. Knowledge of another UN language desirable.

Please note:

This is a locally recruited position, open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G-4 visa at the time of their application and whose G-4 visa has been acquired on account of their employment in the US Systems based in New York or Washington, DC.  Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Click here for important information for US Permanent Residents ('Green Card' holders).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

More Info and Application