Admin Assistant - Youth Economic Empowerment Project II - (open to Yemeni nationals only)

This vacancy is advertised by UNDP
Duty Station: Sanaa, YEMEN
Level: SB-3 Contract type: - (More info about Levels and Contracts)

Closing date: 1970-01-01

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The vacancy is online since: 2014-09-26
Days online: 9 Total views: 4

   

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UNOCHA- Admin /Executive Associate - (UN COMMON SYSTEM and Turkish Nationals Only) - Gaziantep

Impact of Results

The key results have an impact on the efficiency of the Admin unit and Head of office.  Accurate analysis and presentation of information strengthens the capacity of the Admin unit and Head of Office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Functional Competencies:             

• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.

• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

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Finance & Admin Associate for Youth Economic Empowerment Project - Sana'a

The finance & Admin Associate will work under the guidance and supervision of the CTA of the Youth Economic Empowerment Project. Specific responsibilities include the following:

Finance related matters:
Handle the day-to-day petty cash administration;Assisting the preparation of annual and quarterly work plans by the CTA according to UNDP policies and procedures;Maintain detailed and comprehensive record of income and expenditures;Maintain and update the project budget (assist in the preparation of budget revisions);Maintaining an updated financial record in UNDP’s ATLAS management system and ensuring that the CTA and other members of the Project Team are briefed about the financial status of the project regularly;Monitor project expenditures, prepare and maintain necessary financial control reports;Prepare and follow-up on payments and other expenses; Check Expenditure Reports submitted by the implementing partners;Prepare necessary requests with required supporting documents. Personnel related matters: Process entitlements (daily subsistence allowance, remuneration) and follow-up on contracts of the project staff and national/international consultants (extensions, renewals etc), and maintain various personnel records and files;Brief personnel on administrative matters, advise and ensure administrative support as  required;Follow-up on administrative matters between the project and UNDP Country Office.Logistical/Clerical support:
Perform office task e.g., office supplies requisition, preparation of equipment specifications, collection of bids and preparation of purchase orders; Assist the project team in ensuring timely procurement of goods or materials as needed for the post training activities for women and youth;Maintain appropriate inventory records of office material and equipment and prepare the corresponding reports;Make necessary arrangements to meet security requirements;Assist in the logistics and implementation of training, workshops, meetings and other awareness activities pertaining to the project;Assist the Project Manager in drafting financial, progress and other reports;Maintain general office files and keep information and reference in a manner that allows easy retrieval;Prepare correspondence and offer documents as required and maintain a log on incoming/outgoing correspondenceProvide translation and interpretation when necessary (Arabic/English);Undertake other office duties which may be requested by the Project Manager and the project support team UNDP.Administrative support:
Provide general office assistance and handle routine administrative tasks, such as attendance records, mailing record, hotel reservations, flight booking, vehicle booking for staff travel, allocation of duty to drivers and cleaners, maintain office supplies and equipment orders, and the preparation and processing of administrative requests and documents (i.e. travel requests, security clearance, expense claims, vouchers);Provide administrative and secretarial support during training courses and workshop.

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Admin Clerk - (Open to Libyan Nationals only) - Tripoli

Functions/Key Results Expected

All the above deliverables may be required English and Arabic..

Ensures effective and efficient functioning of the DCD office focusing on achievement of the following results:

Provide support to the Deputy Country Director (DCD) and to the Country Director (CD) in the absence of the assistant to the CD;.Provision of front-desk service and telephone communications services;Updating UN staff information;Perform reception to duties to ensure visitors are guided into the right offices and/or waiting area;Assist procurement in contacting suppliers and filing when required.Answer the phones and transferred to the right person;Receive mails and distribute them / manage newspaper and their circulation;Manage the UNDP pouch on a regular basis;Manage the UNDP registry mail and distribute the service requests/mail to the concerned personnel/departmentsManage the stationery / and office supplies;Support workshop / activities when required;Support management when required on arranging meetings, appointments and filing.Monitoring cleaners’ performance and attendance. Support to knowledge building and knowledge sharing;.Maintenance of protocol procedures;Coordinate input for high quality briefing materials for supervisor for appointments, meetings, missions.Preparation of informal translations; Management of DCD missions and representation schedule;Maintenance of rosters of high-level partners, telephone lists;Drafting of correspondence, directives, comments on behalf of DCD for his/her signature and making follow-up when required;Use of automated office management systems for effective functioning of the DCD office.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. Coordination of the information flow in the office, follow up on circulation files;Facilitation of information sharing between UNCT and the UN Coordination Unit;Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DCD;Screening of all incoming calls and correspondence;Provide input  to eliminate communication bottlenecks -in the office.In addition to the following tasks:
Provide clerical support and assistance to the Deputy Country Director (DCD) and to the Country Director (CD) in the absence of the assistant to the CD.
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

Ensure the management of information flow focusing on achievement of the following results:

Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP; Weekly check and test of all lines;Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;Management and planning of the front desk coverage;Assistance in the preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP to other agencies if requested.

Ensure the most updated UN staff and other contacts information, focusing on achievement of the following results:

Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate;Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in training for the operations/projects staff on administration;Sound contributions to knowledge networks and communities of practice;Providing support in the organization of trainings.Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: Participation in training for operation/projects staff on administration;Sound contributions to knowledge networks and communities of practice;Providing support in the organization of trainings.

Impact of Results:

The key results have an impact on the execution of the CO reception and telephone services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of administrative services.

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Finance & Admin Officer

This vacancy is advertised by UNOPS
Duty Station: Addis Ababa, Ethiopia
Level: LICA Specialist-7 Contract type: - (More info about Levels and Contracts)

Closing date: 2014-04-17

Do not contact the UN Job List with questions regarding specific vacancies. Thanks

Apply to this job on the UNOPS site now!

The vacancy is online since: 2014-04-04
Days online: 12 Total views: 54    

Graphs are experimental and only reflect UN Job List data, 'Views' reflect the number of views of the original vacancy viewed fromt the UN Job List (graph capped at 20 views per day). Interest is estimated based on UN Job List data from all UN Job List jobs.

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