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.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Female candidates and People with disabilities are encouraged to apply.
The Office of Audit and Investigations (OAI) is tasked with providing an effective system of independent and objective oversight. This is done in two ways: through the internal audit function, and through the investigations function.
1. Provide efficient administrative support, in conformity with standard operating procedures, including the following tasks:
- Draft routine correspondence, interoffice circulars, general briefing notes, documents and minutes of meetings
- Organization and maintenance of proper (Automated) filing system ensuring safekeeping of confidential materials
- Prompt exchange of information and follow up on deadlines, commitments made, actions taken with OAI units and with other UNDP Offices.
- Recording and maintenance of attendance and leave reports. Coordination and recording of travel and leave schedules of the Investigations Section staff.
- Organization and coordination of regular and ad-hoc meetings.
- Other administrative support tasks, as requested by the Deputy Director, Investigations Specialists or the Operations Specialist.
2. Provide efficient operational support, in conformity with policies and standard operating procedures and in close coordination with the OAI Operations Specialist, including the following tasks:
- Travel administration: arrangement of flight bookings, daily subsistence allowances, visa applications and other travel-related requirements, including post travel arrangements. Enter travel requests and expenses reports in Atlas travel module.
- Procurement and Internship administration: Administer a full procurement process for procurement and Internship cases pertaining to Investigations Section. Preparation of purchase orders or vouchers and/or receipts; vendor profiles, monitor invoices, follow-up on delivery of goods and services. Perform a Buyer’s role in Atlas for procurement-related transaction. Create vendor profiles in Atlas.
- Procurement and contract management of Individual Consultants (IC), interns vendors and assets for the Investigation Section; Preparation of ToR’s and supporting documentation for the management of ICs and the submissions to the Contract Asset and Procurement Committee and Advisory Committee on Procurement. Monitoring investigations consultancy contracts extensions, renewals, payments and time worked.
- Budget administration: Manage and monitor the utilization of investigations budget; maintaining relevant spreadsheets; regularly review expenditures data; initiate cost recoveries.
- Administer filing system of payment documentations pertaining to Investigations Section: manage the soft filings of all IS- related payments, including corporate cards; administer the hard copy of IS- related corporate card payments in OAI’s filing arrangement.
- Occasionally support Operations team with recruitment of Investigations positions, as and when required due to the absence of the Operations Administrative Association.
3. Provide efficient support to investigation-related activities, in conformity with standard operating procedures, including the following tasks:
- Create cases in the database based on the information received by mail, email or hotline and from any other source as necessary
- In coordination with the Information Management Associate, maintain and review data and documentation related to the IS intranet and related websites.
- Maintenance and record keeping of the IS conference room calendar.
- Issue staff separation clearances based on the Investigation records.
- Assist the Investigation Specialists by providing data when required
- Cover the functions of another Investigations Administrative Associate during her/his absence
4. Supports knowledge building and knowledge sharing in the office, focusing on achievement of the following results:
- Training of staff on the administrative procedures.
- Assist in organizing training events for Investigations staff.
- Briefing/debriefing of staff members on issues relating to area of work.
- Sound contributions to the ongoing development of professional practices within OAI and corporate knowledge networks and communities of practice.
5. Other Tasks
- Perform other duties that may be assigned by the Deputy Director (Investigations).
Innovation
Ability to make new and useful ideas work
Leadership
Ability to persuade others to follow
People Management
Ability to improve performance and satisfaction
Communication
Ability to listen, adapt, persuade and transform
Delivery
Ability to get things done
Knowledge Management and Learning
- Share knowledge and experience.
- Actively work towards continuing personal learning and development in one or more practice areas, act on learning plan and apply newly acquired skills.
Technical and Professional
- Ability to administer and execute administrative processes and transactions and various specialized activities related to human resources, administration, finance and audit.
- Ability to extract, interpret, analyze data and resolved operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations.
- Ability to apply technical processes or tools such as Advanced Microsoft Office (Outlook, Work, Access, Excel, PowerPoint), electronic working paper software and tracking systems; and advanced database software applications; and ATLAS.
- Write and speak clearly, concisely and effectively.
Education
- Completion of secondary education.
- University Degree, preferably in Business or Public Administration, is desirable.
- Certification in finance, accounting is advantageous.
- UNDP Procurement Certification is desirable.
Experience
- A minimum of six years of relevant experience in administration or programme support services.
- Experience in the usage of Microsoft Office packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in using web based management systems.
- Familiarity with the UNDP Atlas system is desirable
Language
- Fluency in English is required.
- Working knowledge of other United Nations official languages is an advantage.
Important applicant information
Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs
Local recruitment
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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Contract Duration: 2 Year with possibility for extension