Job: UN COMMON SERVICES ASSISTANT

Location :Pyongyang, KOREA (DEMOCRATIC PEOPLE'S REPUBLIC OF)

Application Deadline :19-Sep-13

Type of Contract :Individual Contract

Post Level :International Consultant

Languages Required :English  

Starting Date :(date when the selected candidate is expected to start)30-Sep-2013

Duration of Initial Contract :62 days in three months by the end of 2013

Expected Duration of Assignment :3 months with possible extension

Background

The UN System in DPRK is seeking to employ a dynamic, IT literate individual to perform functions of Common Services Assistant (CSA) with minimal supervision.

The Common Services Assistant’s principal task is to support the UN Operations Management Team (OMT), the Country Security Focal Point (CSFP) and the Resident Coordinator’s Office (RCO) in DPRK.

Based on the workload review of prior work arrangement, the incumbent duties are now distributed to spend half of his/her time supporting Operations and Security and half of his/her time supporting the RCO.

Duties and Responsibilities

Under the supervision of the OMT Chairperson, the incumbent will:

• Assist the OMT Chair in preparing Annual workplan of OMT and follow-up its implementation and preparing drafts for reporting to UNCT;
• Provide secretarial support to the OMT Chair in organizing OMT meetings, including preparing agenda, drafting minutes and monitoring the actionable items agreed upon by OMT, such as following up with UN agencies focal points for inputs, implementation as well as submissions to UNCT;
• Assist the OMT in coordination and conduct of periodic surveys initiated by International Civil Service Commission;
• Organize and maintain e-document repository of all OMT/Common Services documents;
• Assist the OMT in preparing MoUs for common services arrangements and support in monitoring progress of existing ones; assist in preparation of regular reports on common services/harmonization arrangements and its submission to the OMT, proactively engage with OMT members to address any possible constraints;
• Assist the OMT in identifying and establishing new common services as per the OMT/UNCT work plan including conducting cost-benefit analysis and drafting relevant documents (MoUs; budgets; etc.) for OMT review;
• Support the OMT in developing proposals for harmonization of administrative and financial practices as per OMT/UNCT work plan;
• Maintain and update the DPRK international community mailing lists and phone book;
• Liaise with members of the OMT for coordination of administrative processes (e.g. procurement by one UN agency through another) and coordination of certain common procurement as identified by OMT/UNCT (e.g. for UN dispensary, for UNCT Security Plan);
• Perform other tasks related to common administration/management, as required.

Under the supervision of guidance of the UN Country Security Focal Point (CSFP) the incumbent will:

• Assist in tracking internal travel of UN staff members; updating staff lists;
• Organizing common briefs for new UN staff, assist in the collection of the quarterly incident report, help ensure the warden system remains operational, provide logistical support to the UNDSS Security Advisor during his/her quarterly visits to DPRK;
• Assist in the conduct of staff safety related activities, such as fire drill, training etc.;
• Perform any other security related tasks, as required.

Under the direct supervision of the RC Officer, the incumbent will: 

• Maintain the RC archives and a library of UN and external publications on DPRK, up to date briefing kits to donors and other visitors;
• Assist in preparation of annual UNCT retreats to review the UNCT’s annual workplan and progress achieved;
• For purposes of transparency, structure and maintain systematic information on UNCT activities including RCO Archives, coordinating inputs from UNCT technical staff;
• Assist in preparation of information & advocacy products, such as situation reports, bulletins, and appeals in consultation with UNCT members and partners including OCHA;
• Ensure that the DPRK Website is constantly up to date with information in consultation with ICT Specialists;
• Arrange public events in support of UNCT activities, e.g. UN Day;
• Analyse and research information on donors, prepares briefs on donor strategies and national development strategies;
• Coordinate the substantive preparations of donor meetings;
• Support the theme groups with secretarial services as required, including during emergency response situations as outlined in the Standard Operating Procedures (SOP) as applicable in the vent of disasters;
• Perform any other tasks as required by the UNCT / RCO annual workplan.

Timeframe and working arrangements

UNDP will enter into an Individual Contract with the selected candidate for the period until December 31, 2013. It is expected that the Individual Contractor works in the office from Monday to Friday, except UN Holidays, and within normal working hours of 9am to 6pm (full time basis).

Payment terms

The consultant will be paid on a daily basis. Payment will occur monthly in Euro within the next 15 days of each month. During the first 5 days of each month, the Individual Contractor should provide a time sheet reflecting the effective number of days worked on the previous month authorized by his/her supervisor, in order to get the corresponding payment.

Competencies

Corporate Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment;
• Strong work ethics and commitment;
• Resourcefulness and being a team player.

Functional Competencies

• Demonstrate excellent communication, negotiation and diplomatic skills;
• Demonstrate excellent personal skills;
• Ability to work independently and following through proactively;
• Ability to work under pressure and adhere to tight deadlines;
• Excellent organizational skills.

Required Skills and Experience

Education

• University degree in the field of media and communications, journalism, international relations, language or related areas. Bachelor degree is required. Certification or training courses on management is desirable.

Experience

• 2 years of work experiences
• Excellent command of MicroSoft office (MS Word, Excel, Outlook, etc.) is a requirement, experience with other IT software is an asset.

Language

• Excellent writing skills and fluency in English. Knowledge of other UN languages is an asset.

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