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: 

Provide support to management of ongoing project activities Support to administrative and logistical services Support to project maintenance and assets management Support to knowledge building and knowledge sharing

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.>
 
  Competencies

 

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 making  

Functional 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.
  Required Skills and Experience
  Education:

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.

Disclaimer
  Important information for US Permanent Residents ('Green Card' holders) 
  Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
  UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
  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.
  Non-discrimination
  UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
  UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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This vacancy is archived.

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