Location : Singapore
Application Deadline : 08-Oct-13
Additional Category Democratic Governance
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 21-Oct-2013
Duration of Initial Contract : 1 year
Expected Duration of Assignment : 1 year
Background
Building on a long history of effective collaboration, the United Nations Development Programme (UNDP) and the Government of Singapore (GoS) have initiated a new phase of partnership, in order to promote better public service in developing countries. Drawing on the respective strengths of the two partners, the UNDP and GoS have therefore set up a Global Centre for Public Service Excellence (GCPSE).
The GCPSE's aim is to find and promote the evidence needed to galvanize public service capacities for improved development results. It will deliver this by acting as a knowledge and convening hub on public service excellence, promoting cutting edge practices in public services management and reform.
Under the guidance and supervision of the Policy Specialist the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The operational aspects of the GCPSE (such as financial management, procurement, audit, etc.) are supported by the UNDP Country Office, based in Kuala Lumpur (Malaysia) and the Bureau for Development Policy at UNDP's New York headquarters while the Centre staff handle small procurement cases, local purchases, filing of records, management of petty cash, etc.
The Administrative Assistant works in close collaboration with the Centre Director, the UNDP Policy Specialist, and the Advisors seconded by the Singapore Government. In addition, the incumbent will work closely with the operations teams at the Malaysia Country Office and New York HQ on operational matters. The Administrative Assistant will ensure quality support in service delivery and coordination.
Duties and Responsibilities
Provides support in financial management focusing on the following
- Actively monitor and prepare all the payments to be submitted to the Government of Singapore on a quarterly basis in line with the agreement signed by the Singapore Government.
- Follow up on VAT refunds
- Provide support on payment processes
- Ensure that payments are in line with the budget and the work plan
- Ensure timely payments of bills
Provide support in procurement and travel:
- In consultation with the policy specialist, Malaysia Country Office and BDP HQ support to organization of procurement processes including, CAP process, preparation of RFQs, ITBs or RFPs documents, request and receipt of quotations, bids or proposals, preliminary evaluation;
- Screen applications for consultancies and internships; organize panel interviews and prepare interview reports; follow up on documentations;
- Keep track of contracts for consultants and ensure timely payment;
- Custodian of office supplies;
- Arrange travel for staff members, secondees and other.
Provide support with office correspondence:
- Manage registry email and incoming phone calls under general office number;
- Track and file incoming and outgoing mail;
- Draft standard correspondence with GCPSE counterparts.
Support meeting management and logistics:
- Manage front desk welcoming visitors and accepting deliveries during office hours;
- Follow-up with participants, management of RSVPs and registration;
- Events organized in-house: liaise with service providers to ensure smooth execution;
- Events organized outside: assist in quality assurance;
- Administrative Support to conferences, workshops and retreats.
Support to effective and efficient functioning of the Center;
- Maintain both electronic and hard copy filing system ensuring safekeeping of confidential materials;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports for the Center;
- Manage the office stationery supplies;
- Follow up on Human Resources requirements for the unit.
Support to office maintenance and assets management, focusing on:
- Maintain records on assets management and prepare relevant reports;
- Provide support to maintenance of premises and common services.
Implementation of operational strategies, focusing on the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies as outlined in the Programme Operations and Policy Procedure (POPP);
- Full compliance of standard operating procedures (SOPs).
Competencies
Corporate Competencies:
- Demonstrates commitment to UNDP's mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning:
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Good knowledge of administrative rules and regulations.
Self-Management:
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure.
Required Skills and Experience
Education:
- Secondary education and Certification in administration desirable.
Experience:
- 3 to 5 years of relevant experience in administration or programme support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web-based management systems; Prior work experience in UNDP or the UN is an added advantage.
Language:
- Fluent in English.
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.