RE-ADVERTISEMENT. The UN Women PNG Office seeks to recruit suitably qualified PNG citizens for the following positions:-

Transcription

1 Vacancy Announcement No. PNG/2014/02/002 RE-ADVERTISEMENT The UN Women PNG Office seeks to recruit suitably qualified PNG citizens for the following positions:- (A) ADMINISTRATIVE ASSISTANT The Administrative Assistant provides support to office operations and works in close collaboration with the Operations and Programme personnel in the PNG Country Office to ensure efficient service delivery. Level and Salary: SB-3 Contract Type: Service Contract Appointment General Terms and Conditions of Employment: The successful candidate will be based in Port Moresby. Attractive salary with other various benefits including medical, death and disability coverage, superannuation, and annual / sick leave apply. Contract duration is 1 year initially, renewable annually dependent on performance. Men and women candidates are equally encouraged to apply. Open only to PNG citizen. Incomplete applications will not be considered and only candidates for whom there is further interest will be contacted. APPLICATIONS must include a Letter of Interest, P- 11 and CV with full contact details of 3 referees. Full details of the Terms of Reference / Job Description entailing minimum qualifications and experience, key functions and competencies required of the positions can be downloaded from the UN Women website: or contacting the UN Women PNG Country Office ( ). All applications are to be submitted by Monday, 10 th hr.png@unwomen.org or addressed to: March, 2014 either electronically to (Vacancy Announcement No. 2014/02/002 : ADMINISTRATIVE ASSISTANT The Country Program Manager UN Women PNG Country Office Level 4 United Church Building Douglas Street, Port Moresby, PNG

2 United Nations Entity for Gender Equality and the Empowerment of Women JOB DESCRIPTION I. Position Information Job code title: Pre-classified Grade: Supervisor (s): Administrative Assistant SC (SB-3 Equivalent to ICS-5) Operations Associate II. Organizational Context Under the guidance and supervision of the Deputy Representative and the Operations Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the PNG Country Office (PNG CO) to exchange information and ensure consistent service delivery. III. Functions / Key Results Expected Summary of Key Functions: Implementation of operational strategies Support to effective and efficient functioning of the unit (Representative s office/management/programmes and operations unit) Provides administrative, finance, procurement, HR and logistical support Provides basic ICT support to country office Provides support to meeting the PNG CO s security requirements Support to office maintenance and assets management Support to knowledge building and knowledge sharing 1. Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies. Full compliance of financial processes and financial records with UN Women rules, regulations, policies and strategies. Provision of inputs to preparation of workplans for the Operations Unit. Draft minutes, invitation letters, and prepare all necessary documents and copies for meetings. 1

3 2. Ensures effective and efficient functioning of the unit (Representative s office/management/operations/programme), focusing on achievement of the following results: Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions. Translation of simple correspondences, when needed. 3. Provides administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results: Interpretation and implementation of procedures and rules related to administrative, procurement, and financial and ensure their compliance. Administrative support to organization of conferences, training workshops, retreats, study tours, etc. Arrangement of travel and hotel reservations, preparation of travel authorizations. Provision of all necessary support in organization of the above, as well as report to submission to PNG CO. Full compliance of procurement activities with UN/ UN Women rules, regulations, policies and strategies. Timely preparation and updating of procurement plans for PNG CO. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services. Serving as a focal point in procurement processing for PNG CO programmes and projects. Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions. Undertaking joint procurement activities under combined Purchase Orders for stationery, computer hardware, photocopiers; joint contracts for computer maintenance, air-conditioning maintenance, shipping services, etc. Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant.. Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UNWOMEN rules and procedures. Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters. Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans. 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. Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions. Follow up on invoices and prepare request for payments, make payments and maintenance of the cheque register. Assist PNG CO operations and programmes with basic ICT issues Be an IT procurement and IT asset focal point Assist in meeting security requirements for the PNG CO eg. Drafting evacuation and fire safety plans, reporting on security matters, undertaking annual security checks of staff residences Assist with timely extension of personnel contracts. Arrangements of visas and work permits. Support the PNG CO Local Assets, Management Review Committee (L-AMRC). Performance of other duties as and when required. 2

4 4. Provides support to office maintenance and assets management, focusing on achievement of the following results: Maintenance of records on assets management, preparation of reports. Maintenance of files and records relevant to office maintenance 5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: Participation in the training for the operations/projects staff on administration. Provide support to the PNG CO Learning Committee. Sound contributions to knowledge networks and communities of practice. IV. Impact of Results The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor to the development of the country. V. Competencies and Critical Success Factors Core values and Guiding principles: Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct. Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work. Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity. CORE COMPETENCIES Ethics and Values: Demonstrate and safeguard ethics and integrity Organizational Awareness: Demonstrate corporate knowledge and sound judgment Development and Innovation: Take charge of self-development and take initiative Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds. Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy 3

5 and tact, and have a consistent behavior towards others Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution. Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making VI. Recruitment Qualifications Education: Experience: Language Requirements: Secondary Education with specialized secretarial administrative training and/or basic IT support certification. University Degree or equivalent would be desirable, but it is not a requirement. 5 to 7 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) Experience supporting an IT team or in an IT support role at a junior level. Experience supporting the management of Windows Server Experience in handling of web-based management systems. Fluency in the UN and national language of the duty station. VII. Signatures- Job Description Certification Incumbent (if applicable) Supervisor Chief Division/Section 4