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.
The position is with the Administration Unit of the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat and is responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures a framework for each actor to contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action, in partnership with national and international actors, to alleviate human suffering in disasters and emergencies, advocate for the rights of people in need, promote preparedness and prevention, and facilitate sustainable solutions.
This vacancy is for the position of Administration Associate, based in Caracas, Venezuela. Within the limits of the delegated authority, under the general supervision of the Head of Administration the Administration Associate will be responsible for various tasks and execution of varied operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. This position requires good general analytical capacity, information management and organizational skills.
Duties and Responsibilities
1.) Provide administrative quality support to enable immediate and effective response to the requirements of the OCHA Venezuela office.
2.) Manage human resources processes that allow the inclusion of qualified personnel to achieve OCHA Venezuela's objectives.
Support the recruitment processes of national and international personnel: call for personnel, application of written test, onboarding process. Manage visa, accreditation and driver's license applications for international personnel to perform functions in the country in liaison with the Ministry of Foreign Affairs (MPPRE). Manage requests for diplomatic badges for the OCHA Venezuela office. Maintain updated personnel data in physical and digital format (general human resources data, overtime, leave control, CIGNA beneficiaries, mandatory courses). Generate the Global Index Data (GID) in Umoja and complete the HR Mini Master for national staff. Manage account requests for access to the Inspira platform for national staff. Follow-up of OCHA's mandatory courses Draft routine correspondence. Supports UNV administrative data and records for attendance control, performance evaluation, etc. in electronic information systems. Performs as focal point for medical emergencies of all staff.3.) Provide logistical support to enable OCHA Venezuela staff to operate efficiently within the established time frame.
Logistical support for conferences, workshops and retreats. Manage requests for private vehicle transportation for national and international personnel. Support in the custody and delivery of office and cleaning materials. Support as backup in the registration and elaboration of the inventory of office, cleaning and visibility material. Receive and deliver correspondence from OCHA Venezuela staff. CompetenciesAchieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Thematic Area Name Definition Business Management Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. Business Management Operations Management Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms Business Management Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channelsLanguage Requirements:
Fluency in the UN language of the duty station is required. Working knowledge of English, desirable.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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