Location : Asuncion, PARAGUAY
Application Deadline : 04-Oct-13
Type of Contract : FTA Local
Post Level : GS-5
Languages Required : English Spanish
Starting Date : (date when the selected candidate is expected to start) 01-Jan-2014
Background
International Organization seeks
For its Office in Asuncion
an Administrative/Programme Assistant
How to apply:
Please send your application letter under Ref: Vacancy Notice # PAR14003, Administrative/ Programme Assistant to: Operations Unit, Mcal. Lopez y Saravi, Edificio NNUU, Piso 1.
Complete application forms will be available by accessing one of the following web addresses: www.unicef.org/paraguay/oportunidadesdetrabajo
www.py.undp.org/content/paraguay/es/home/operations/jobs/
Those persons interested in applying to this post must write to asuncion@unicef.org
Closing Date: October 4, 2013.
Applications will be considered only if accompanied by an updated CV and P11 form, as well as the two most recent PER/Personnel Evaluations (mandatory for UNICEF & UN candidates).
We will only acknowledge or contact short-listed candidates.
ü Local Fixed Term Appointment
ü Only nationals and legal residents from Paraguay are eligible to apply
ü UN internal candidates may be applying for this position.
I POSITION INFORMATION
Post Title: Administrative/ Programme Assistant
Classification: GS5
Organizational Unit: UNICEF Country Office Paraguay (Asunción)
Supervisor: Operations Assistant
II ORGANIZATIONAL CONTEXT
Under the direct supervision of the Operations Assistant and the Programme Specialist, with the technical guidance of the Operations Assistant, the incumbent performs all programme and administrative activities support functions.
Duties and Responsibilities
III FUNCTIONAL AND KEY RESULTS EXPECTED
Summary of Key Functions:
1. Assists in preparing programme status reports required for management, board, donors, budget reviews, programme analysis, annual reports, etc. Contributes to the preparation of reports, project documents by providing information. Prepares and attends internal meetings and technical cooperation meetings, taking notes and preparing corresponding minutes. Undertakes follow-up action related to the implementation. Identification of problems or alternative courses of action to accelerate/improve programme delivery. Provides supervisor with quantitative and qualitative information on programme implementation. Supports the elaboration of reports.
2. In the frame of HACT, assists partners (Government, CBOs, and NGOs) authorities to plan and organize training. Briefs and debriefs for the purpose of capacity building in programme financial monitoring. Undertakes field visits according to section/office's schedule. Assists in monitoring of project/programme activities by reviewing a variety of records, including control plans, progress reports, project inputs, budget and financial expenditures, donor reports, annual work plans and presentations and field visits. Carries out all administrative operational control tasks for the project activities.
3. Produces periodic or ad-hoc reports according to office, HQ or donor demands. Reconcile programme accounts differences. Review historic information of every programme/project, their administrative and financial environment, and produce forecasts for specialist's action.
4. Elaborates transactions according to office's table of authority and cooperation agreements terms. Within established timeframes, processes information documentation for supervisor's action.
5. Performs administrative support functions related to all office services, finance and registry. Oversee proper maintenance of premises, common equipment, vehicles and supplies under office reform. Prepare petty cash. Monitor staff attendance.
6. Drafts, formats, edit and prepare all correspondence on routine and non-routine matters. Prepares, proofreads and clears correspondence for supervisor signature, and makes sure it complies with UNICEF requirements. Prepares informal translations from English to Portuguese and vice-versa, and may act as an interpreter. Receives, screens, logs and distributes all correspondence, attaching necessary background information. Prepares pouch. Classifies codes and files all correspondence and documents pertinent to management, maintaining appropriate confidentiality. Responsible for office files, including all aspects of filing system maintenance.
7. Coordinates all necessary logistics for staff members' official travel, inside and outside the country, or special meetings (hotel reservations, itineraries, briefing materials, notes, speeches, presentations, security clearance, etc). Coordinates all administrative arrangements for meetings, workshops, seminars, luncheons and other events, including coordination of transportation logistics, hotel accommodations for participants or visitors, conference room reservations and audio-visual equipment as required. Ensure that all details are covered.
8. Perform other duties as required.
IV IMPACT OF RESULTS
The decisions/recommendations made by the assistant will be reflected in efficiency of the local Operations areas, and of administrative and economic financial control of the project(s). Quality of information will affect the work efficiency of the programs. Upon identifying need for changes the incumbent would make recommendations on appropriate solutions to supervisor.
Recommendations are made on financial programme planning, monitoring and evaluation, data collection and analysis.
Mistakes and negligence could affect other sections and staff in general as far as accuracy is needed. Inadequate monitoring of security issues may cause serious damage to Office and staff.
Misinterpretation of results from data analysis and/or inappropriate application of rules and methodology would result in inaccurate follow up and will negatively affect budget implementation. Ineffective interaction with UNICEF staff and counterparts regarding the coordination of common activities will negatively affect their implementation.
Competencies
V COMPETENCIES
CORE VALUES / GUIDING PRINCIPLES
· Commitment
· Drive for Results
· Embracing Diversity
· Integrity
· Self-Awareness and Self-Regulation
· Teamwork
· Judgment
· Building Trust
· Keeping excellent relationships
· Communication
· Coping with stress
· Managing resources
Interest and self-motivation to learn
Required Skills and Experience
VI RECRUITMENT QUALIFICATIONS
Education:
Completion of secondary education. Technical or university courses in statistics, finance, monitoring, administration, economics and/or social sciences, an asset.
Knowledge of computer management and applications, processing, spreadsheet and graphics presentation packages, word processing and WINDOWS
Experience:
Five years of combined and progressive work experience in support of programme activities as well as administrative support, involving office services, finance, supply and human resources. Facilitation skills needed in order to provide training to counterparts.
Language Requirements:
Fluency in English and Spanish is required
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.
0 comments:
Post a Comment