Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
<Under the overall guidance of the Smart SDG Cities Programme Manager and the direct supervision of the Programme Associate, the Programme Assistant provides ongoing project and administrative assistance and support to the Smart SDG Cities Programme, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Programme Assistant works in collaboration with the operations, programme and project staff in the UN-Habitat Office in Ghana to exchange information and ensure consistent services delivery.>
Duties and Responsibilities
<Summary of Key Functions:
Any other task assigned by the Supervisor
1. Ensures provision of support to management of ongoing project activities, focusing on achievement of the following results:
Provides inputs in the elaboration of work plans linked to operational budgets. Assists in arranging logistics, preparing agenda and coordinating with related stakeholders for organising workshops as required. Assists in the coordinating of planned events of the country programme activities. Provides information on request and payment to UNDP for required goods and services. Assists in minutes taking for programme/projects and drafting research reports as required.Assists in drafting inputs into programme/project reports, especially in relation to administration and finance issues.
2. Ensures effective administrative and logistical services, focusing on achievement of the following results:
Contacts with visitors and project personnel, arrangement of appointments and meetings, and taking minutes when required. Prepares and organizes logistics for missions, as required, including arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, UN identity cards and other documents. Maintains records/documents/files related to projects and programmes in a user-friendly manner. Is responsible for assigned correspondence and other administrative tasks including creating E-requisitions. Provides administrative support to meetings, conferences, workshops and/or retreats. Supervises vehicle transportation related logistics and ensures regular vehicle maintenance and insurance. Assists in proper control of supporting documents for payments and financial reports. Checks related forms delivered by UN-Habitat Implementing Partners for completion. Ensures proper receipt of goods and services. Supports preparation of routine correspondence, letters, memorandums and reports to partners. Ensures extracting, inputting, copying and filing data from various sources, as required. Maintains a proper filing system for financial records ensuring safekeeping of confidential materials. Assists in organising, executing and coordinating logistical requirements by drawing up an event timeline, programme schedule and checklist for successful holding of events. Acts as the custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the UN-Habitat senior management in Ghana. Assists in budget preparation ad programming; organises required information for audits.3. Provides support to office maintenance and assets management, focusing on achievement of the following results:
Act as a backup to the Asset Focal point in the maintenance of records on assets management Maintains files and records relevant to office maintenance Provides support to maintenance of common premises and common services. 4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participates in the training for the operations/programme staff Provides sound contributions to knowledge networks and communities of practice.>
Corporate Competencies:
Demonstrates commitment to UN-Habitat and UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Informed and transparent decision makingFunctional Competencies:
Building Strategic Partnerships
Analyzes general information and selects materials in support of partnership building initiatives.
Promoting Organizational Learning and Knowledge Sharing
Research best practices and poses new, more effective ways of doing things.
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 Demonstrates good knowledge of information technology and applies it in work assignments.Promoting Organizational Change and Development
Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems
Uses information/databases/other management systems.
Client Orientation
Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines. Responds to client needs promptly.Promoting Accountability and Results-Based Management
Gathers and disseminates information on best practice in accountability and results-based management systems.Secondary education. BA /BSc degree in Business Administration, Bachelor of Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields would be desirable but it is not a requirement.
Experience:Min five (5) years (with Secondary education), or min three (3) years (with Bachelor Degree) 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.
Language Requirements:
Fluency in the UN and national language of the duty station.
DisclaimerThis vacancy is archived.