Duties and Responsibilities
Summary of Key Functions :
Supports planning and implementation of programme activities in his / her assigned substantive and / or geographic programme outputs;
Ensures efficient collection of data and inputs related to activity implementation, monitoring, communications and reporting thus contributing to the required standard of quality and within specified constraints of time and cost; and
Administrative support to the Project Teams in NE Sub-Office,
Supports planning and implementation of programme activities in his / her assigned substantive and / or geographic programme outputs :
Support the sub-office in its partnerships with relevant counterparts and target groups in specific locations in the three targeted states
Supports planning, implementation and monitoring of NE programme components / projects
Supports and facilitates the work of contracted parties and individuals for specific substantive or geographic outputs
Implements UNDP rules and regulations as well as sub-office directions and procedures.
Tracks and documents UNDP activities and results as per formats, milestones and other requirements for specific substantive or geographic outputs
Monitors progress and collects data for reporting
Facilitates and monitors completion of specific works and services as conducted by contractors
Produces stories, audio-visual and other materials in support of UNDP sub-office and CO communications efforts.
Ensures efficient collection of data and inputs related to activity implementation, monitoring, communications and reporting thus contributing to the required standard of quality and within specified constraints of time and cost :
Contributes to monitoring and data collection on UNDP’s work
Suggests and facilitates potential partnerships for the benefit of UNDP
Suggests areas for improvement in programmatic and operational areas.
Takes minutes of the meetings
Conducts orderly filing of documentation
Ensures distributions and mailing of various documentation
Provides administrative support to the Project teams in Sub-office, focusing on achievement of the following results :
Proper control of the supporting documents for payments, review of DIM projects’ financial Reports.
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Facilitates travel, ticket-booking, DSA payments through ALTAS T&E.
Provide administrative support for the project team, including arranging meeting / conference logistics and managing office stationery / equipment.
Impact of Results :
The key results have an impact on the overall Sub-office efficiency in programme and success in implementation of programme strategies.
Accurate analysis and presentation of information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management
Functional Competencies :
Advocacy / Advancing A Policy-Oriented Agenda
Identifies relevant information for advocacy for a variety of audiences
Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts
Results-Based Programme Development and Management
Provides information for linkages across programme activities to help identify critical points of integration
Provides information and documentation on specific stages of projects / programme implementation
Participates in the formulation of project proposals
Building Strategic Partnerships
Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information
Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Documents and tracks innovative strategies / best practices / new approaches
Tracks bottlenecks, problems and issues, and proposes solutions
Responds positively to new approaches
Resource Mobilization (Field Duty Stations)
Maintains information / databases on potential and actual donors
Maintains database of project files
Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Job Knowledge / Technical Expertise
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP’s Goals
Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Core Competencies :
Demonstrating / safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management / sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Secondary Education with certification in Business or Public Administration, Accounting, Finance, Economics, Political or Social Sciences.
Minimum 7 years of progressively responsible administrative or programme experience is required at the national or international level.
Previous experience with a multilateral or international organization, notably with UNDP, is highly desirable.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages,
Experience in handling of web-based management systems.
Language Requirements :
Fluency in written and spoken English is required.
The ability to communicate effectively in Kanuri, Hausa, or any other local language spoken in the NE region is an asset.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note : UNDP reserves the right to select one or more candidates from this vacancy announcement. 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.
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