UNDP careers are employing a program assistant

Background

At UNDP, diversity, equity, and inclusion are guiding principles. We value diversity as a reflection of the variety of nations and cultures in which we work, we promote inclusion to give every employee the opportunity to contribute to our mission, and we uphold equity and fairness in all of our decisions. Increasing the participation of marginalized people is necessary if we are to "leave no one behind" in our diversity efforts. Those who consider themselves to be members of marginalized or excluded groups are highly urged to apply. Learn more about working for UNDP, including our core principles and motivational tales.

Any form of harassment, including sexual harassment, as well as discrimination is not tolerated by UNDP. As a result, all chosen candidates will go through exhaustive reference and background checks.

In order to share information and guarantee consistent service delivery, the Programme Assistant collaborates with the operations, program, and project personnel at the UN-Habitat Office in Ghana.

Responsibilities and obligations

Summary of Important Functions

• Support project management with regard to ongoing project operations.

• Support for logistical and administrative services

• Assistance with project upkeep and asset management

• Support for knowledge creation and sharing

Any other assignment that the supervisor assigns focuses on delivering support to the management of ongoing project operations in order to achieve the following outcomes

• Contributes to the development of work plans connected to the operational budgets.

• Helps to plan logistics, create an agenda, and work with relevant parties to organize workshops as needed.

• Helps to coordinate the activities of the country program's planned events.

• Explains how to request and pay for the necessary goods and services from UNDP.

• Assists in taking minutes for programs and projects and, if needed, produces research reports.

Helps with the development of program/project report inputs, particularly with regard to administrative and financial concerns.

• Organizes appointments and meetings, maintains contact with visitors and project workers, and takes minutes when necessary to ensure efficient administrative and logistical services.

• Prepares and arranges logistics for missions as necessary, including booking travel and lodging, creating travel authorizations, and handling visas, UN identity card, and other document requirements.

• Maintains user-friendly records, documentation, and files for projects and programs.

• Is in charge of the allocated communication and various administrative duties, such as the creation of E-requisitions.

• Gives meetings, conferences, workshops, and/or retreats administrative support.

• Oversees the logistics of vehicle transportation and makes sure that the vehicles are regularly serviced and insured.

• Aids in maintaining effective control of the documentation needed to support payments and financial reporting.

• Verifies the completion of pertinent paperwork that was given by UN-Habitat Implementing Partners.

• Ensures that goods and services are received properly.

• Assists in the creation of regular letters, memos, reports, and other forms of correspondence for parties

• Ensures that data is extracted, entered, copied, and filed as needed from a variety of sources.

• Maintains an appropriate filing system for financial data to protect sensitive information.

• Creating a calendar, schedule, and checklist for the event, it helps in planning, carrying out, and coordinating the logistical requirements.

• Serves as the custodian for the administration of office stationery supplies, maintaining a list of the stationery in stock, distributing stationery as needed by the staff, and maintaining a distribution log.

• Observes deadlines, honors promises, carries out activities, and coordinates the gathering and delivery of reports to UN-Habitat senior management in Ghana.

• Aids in the creation of budgets and programming; arranges the data needed for audits.

• Supports office upkeep and asset management, concentrating on achieving the  outcomes

• Serving as a fallback for the Asset Focal Point in the upkeep of asset management records

• Keeps files and documents necessary for office upkeep.

• Provides assistance with the upkeep of shared facilities and services.

•  Encourage knowledge creation and sharing within the CO with a focus on achieving  the outcomes

• Takes part in the operations/program staff training

• Contributes wisely to knowledge networks and professional communities.

Competencies

Corporate Capabilities

• Demonstrates dedication to the purpose, vision, and values of UN-Habitat and UNDP.

• Displays sensitivity to and adaptability to cultural, gender, religious, racial, and age differences.

• Exemplifying/protecting morality and integrity

• Display business acumen and good judgment.

• Self-improvement and initiative

• Playing a team player role and fostering teamwork Facilitating and promoting open communication within the team, and communicating effectively

• Synergizing by exercising self-control

• Dealing with conflict

• Acquiring knowledge, imparting it, and promoting the education of others.

• Making decisions in a clear and informed manner

Functioning Capabilities

• Creating Strategic Alliances

• Picks documents and does a basic information analysis to help actions aimed at forming partnerships.

• Fostering knowledge sharing and organizational learning

• Examine industry standards and suggest fresh, more efficient approaches.

Job-Related Knowledge/Technical Skills

• Knows the essential procedures and working techniques for the position.

• Basic understanding of organizational rules and procedures relevant to the position and consistent application of those policies and procedures in work tasks.

• Shows a strong understanding of information technology and uses it appropriately in professional projects.

• Fostering organizational development and change

• Has the capacity to recognize issues and make recommendations.

• Management system creation and implementation

• Utilizes databases, information, and other management systems.

Intent on the Client's

• Timely and acceptable reports to internal and external clients

• To fulfill deadlines and the needs of clients, the work calendar is prioritized and organized.

• Swiftly attends to client needs.

• Encouragement of accountability and results-based management

• Collects and spreads knowledge about accountability and results-based management system best practices.

Required knowledge and expertise

Secondary schooling. It would be ideal but not necessary to have a BA/BSc in business administration, bachelor of commerce, human resources, finance, social sciences, international relations, or any other comparable discipline.

Experience

• Minimum five (5) years of relevant experience in administration or program support services (for those with a secondary education), or a minimum of three (3) years (for those with a bachelor's degree).

• Have knowledge of how to use office suites like Microsoft Word and Excel.

• Has experience using web-based management solutions.

Language prerequisites

• Proficiency in both the local language and the UN's official language.

Disclaimer

Important information for US citizens who have a green card

Accepting a staff post with the UNDP, a global organization, may have major repercussions for US Permanent Residents under US immigration law. Applicants for all professional-level positions are advised by UNDP that they must give up their US PR status and accept a G-4 visa, or have successfully applied for US citizenship, before beginning employment.

Application for US citizenship cannot be advised or helped by UNDP; as a result, applicants are urged to consult an experienced immigration lawyer before submitting any applications.

Applicant data regarding UNDP rosters

Note: UNDP retains the right to choose one or more applicants from this pool of applicants. We may also keep applications and take into account applicants for this position for other UNDP opportunities with comparable job descriptions, experience criteria, and educational standards at the same grade level.

Non-discrimination

Sexual exploitation and misbehavior, as well as sexual harassment and misuse of power, are all prohibited by UNDP. Therefore, all chosen applicants will go through thorough reference and background checks, and they will be required to follow these standards and ideals.

Being an inclusive and equal opportunity employer, UNDP does not discriminate on the basis of age, race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, pregnancy, disability, or any other status.

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