Secretarial, Administrative & Clerical
UNDP- Guyana invites applications from suitably qualified persons to fill the post of National Project Administrative Assistant – SC6.
The present consultancy for a Project/Administrative Assistant supports the main objectives in the implementation of the foreseen activities stated in the work plan of the Project Document for the GSDS approved by the Government of Guyana and the Guyana REED Investment Fund (GRIF) and the document of the “Framework of the GSDS” that has been developed in March 2017.
The National Project/Administrative Assistant, serving the UN Environment National Coordination Desk/Office will have the following responsibilities, which will be carried out in close coordination with the UN Environment Latin American and the Caribbean Office, and the Caribbean Sub-Regional Office:
Provide administrative and operational support to the UN Environment National Coordination Desk/Office, for the implementation of the Guyana Green State Development Strategy (GSDS) Project, as follows:
Assist the Project Manager and Technical Officer in keeping their agendas and activity plans up to date.
Support the hiring of technical consultants, issuing contracts and payments.
Organise periodic conference calls and meetings between the National Coordination Desk Office, UN Environment and the Ministry of the Presidency.
Support the Secretariat Services of the Inter-Ministerial and Multi-Stakeholder Advisory Committee and the Expert Groups (setting up conference calls, supporting organisation of meetings, preparation of meeting reports/minutes, agendas, invitations).
Serves as focal point for administrative coordination of programme /project implementation activities, involving extensive liaison with a diverse organizational units such as United Nations Development Programme (UNDP Guyana) and the office of United Nations Country Team in Guyana for administrative issues.
Provide support for the procurement and contract of the goods and services required for the Country-wide consultation process and the preparation of outreach and information material, this includes:
Preparation of and processing the administrative documents and the necessary legal instruments such as Project Cooperation Agreement (PCA); Small Scale Funding Agreement (SSFA), Letter of Agreement (LoA), Memorandum of Understanding (MoU), etc. for the consultation process and the communication tools (webpage, video, infographic, report, etc. ).
Complying with National Coordination Desk internal working procedures and agreed coordination mechanisms, ensuring adequate compliance in accordance with UN rules, regulations, policies and strategies.
Assist in the preparation and organisation of meetings, workshops and events including preparing low-value procurement, technical requirements for venues, catering, translation and the necessary travel, among others:
Prepare the procurement process for goods and services needed for the events planned, such as venue, technical equipment, catering, translation services (including the necessary Low Value Procurement (LVP); Request for Quotation, etc.
Support preparation and sending of invitation letters and follow up on the confirmation of the participants.
When necessary request quotes for itineraries, and once approved reservations for airfare or other means of transportation.
Provide support in the preparation of briefings, concept notes, PowerPoints and other supporting documents, whenever necessary.
Preparation of administration documents, reporting and financial records
Keep up-to-date supporting documents for payments for individual contractors, SSFAs, or any legal instrument or contract issued by the UN Environment National Coordination Desk and the Regional Office for Latin America and the Caribbean.
Maintain an internal expenditures control system by ensuring that travel claims, payment orders and other entitlements are duly processed in support of project implementation
Keep track and provide information for reports on financial status, procedures, exchange rates, costs and expenditures and keep an updated balance to avoid any potential funding problem.
Maintain up-to-date and orderly files of all projects within the National Coordination Desk/office.
Draft relevant narrative progress and financial reports in accordance with the provisions set out in the Agreement between UN Environment and the Government of Guyana. The level of detail in any report should be in accordance with the requested template of UN Environment and the Guyana REDD+ Investment Fund (GRIF).
Take appropriate measures to prevent irregularities, fraud, corruption or any other illegal activity in the management of the project and immediately report any and/or actual cases of irregularity, fraud and corruption.
Ensure that project activities which fall under the post’s responsibility are carried out with accurate and regular records, and accounts of the implementation of activities are
kept in accordance with UN Environment rules and procedures in a timely and efficient manner.
Products / Expected Outcomes
The expected results of this contract consists of the efficient provision of administrative, financial and logistical support for projects, including payments to consultants, legal instruments and the organisations of meetings and workshops held by the Desk/Office for the period of service.
The National Project/Administrative Assistant shall be recruited for a period of 12 months under Service Contract appointment. Extension of the contract is a possibility.
The National Project/Administrative Assistant will be based in the Georgetown, Guyana; however he/she will be reporting directly to the UN Environment Latin America and the Caribbean Office.
The first supervisor will be the National Project Manager of the Guyana National Coordination Desk; the second supervisor will be the Regional Coordinator of Resource Efficiency, of the UN Environment Latin America and the Caribbean Office.
Knowledge and qualification required
Qualifications, skills, experience
Degree level: High school diploma or equivalent.
Type of Degree: A High school related in administrative areas is an advantage.
Years of work experience: A minimum of three years of relevant experience in administrative and logistical assistance in project development, event planning or related areas. Previous experience in United Nations agencies, other international organizations and / or government entities is an asset.
Language (s): Fluent written and spoken English is required. Knowledge of other official languages in the United Nations system is an advantage.
Computer skills: Competent in computer management. Advanced level in Microsoft Office and good knowledge in relevant United Nations administration systems
Competencies and values
Integrity and professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, database management, etc. Demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Planning and organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers timely performances of assigned tasks, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation: Considers all those to whom services are provided to be "clients", and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors on-going developments inside and outside the client's environment to keep informed and anticipate problems; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to client.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Communication: Proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to communicate and empathize with staff (including national staff).
Candidates must complete and submit the United Nations Personal History Form (P11).
The candidates must also include a cover letter with one or two paragraphs (no more than 250 words) with a description of those personal attributes that could give them an advantage in the post.
Only short listed candidates will be contacted.
See Link for more details: https://www.caribbeanjobsonline.com/job/national-project-administrative-assistant-sc6-25613.htm