Job Identification : 13948

Rentals : Bujumbura, Burundi

Posting Date : 03/10/2023, 01:18 PM

Apply Before : 10/16/2023, 09:00 PM

Job Schedule : Full time

Agency : UNDP

Vacancy Type : National Personnel Service Agreement

Practice Area : Crisis management / Country Management Support

Office : Regional Bureau for Africa

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree OR High School certificate- 2 year ( s ) experience

Required Languages : French

Desired Languages : English

Vacancy Timeline

2 Weeks

Job Description

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.

< Job Purpose and Organizational Context >

The Office of the United Nations Development Program ( UNDP ) in Burundi is a key partner of the Global Fund to Fight AIDS, tuberculosis and malaria ( the Global Fund ) and plays the role of Principal Recipient of new grants. In its role as Principal Recipient, the Country Office is responsible for the financial and programmatic management of the grant from the Global Fund as well as the purchase of pharmaceutical products. In all areas of project implementation, the Country Office provides capacity development services to the competent institutions, sub-beneficiaries and operational partners.

For the implementation of the Global Fund program, UNDP Burundi is establishing a ( UGP ) program management unit that will coordinate project implementation and provide general guidelines on the rules and procedures of the Global Fund to all sub-recipients participating in the implementation of the project.

The Office of the United Nations Development Program ( UNDP ) in Burundi is recruiting a ( e ) Assistant ( e ) Administrative ( ve ) to support the UGP.

Under the direct supervision of the Project Coordinator, the Assistant ( e ) Administrative ( ve ) effectively, quality and consistently supports the monitoring and management of HIV / project activities/TB and malaria financed by the World Fund.

He / she works closely with the staff of the Global Fund project management team to support the proper execution of activities.

Duties and Responsibilities

The Assistant ( e ) Administrative will work in close collaboration with the staff of the Global Fund project management team and will have to assume the following responsibilities :

•  Support for the effective and efficient operation of the project ;
•  Support for administrative and logistical services ;
•  Facilitation of knowledge building and knowledge sharing.

Ensure the effective and efficient operation of the project by ensuring the achievement of the following results :

•  Create requisitions on behalf of the project;
•  Organizes the internal and external meetings of the ( participants project, room, coffee break, meeting equipment ) and writes the reports ;
•  Ensures correspondence relating to project activities ;
•  Write the matches;
•  Translated reports into French / English as necessary ;
•  Respond to requests for information from Headquarters and the Global Fund ;
•  Ensure the regular dissemination of documents and information at the level of Secondary Beneficiaries and project partners ;
•  Coordinate the flow of information between the project and the UNDP;
•  Manages the management of incoming and outgoing telephone calls ;
•  Prepare staff missions, pensions and other visits ;
•  Produces correspondence drafts at the request of supervisors, formatting documents ;
•  Ensure the maintenance of the document archiving and filing system;
•  Ensures an efficient ( electronic and paper classification system ) for all incoming and outgoing letters and other project files, ensuring the confidentiality of information.

Provides effective administrative and logistical support, ensuring the following results :

•  Manages the inventory management of office supplies ;
•  Coordinate project inventories and periodic transmission of information to the UNDP Procurement Unit ;
•  Monitor the maintenance of the project’s office and IT systems, in collaboration with the general service and information technology units of UNDP ;
•  Manages the management of staff absences as a leave monitor;
•  Perform any other task as required and at the request of the supervisor

Facilitation of knowledge building and knowledge sharing :

•  Participate in training for project staff ;
•  Contributes to knowledge sharing and practice networks.

Competencies

General skills :

•  Demonstrate a commitment to the mission, vision and values of UNDP;
•  Demonstrates adaptability and ability to work in a multicultural environment ;
•  Demonstrate / preserve the values of ethics and integrity ;
•  Self-development, taking initiative ;
•  Team spirit and facilitates teamwork ;
•  An ability to work in a team in a multicultural and multi-ethnic environment with sensitivity and respect for diversity ;
•  Good interpersonal capacity ;
•  Have good editorial capacity.

Functional skills :

Knowledge and learning management

•  Demonstrates a culture of knowledge and experience sharing ;
•  Actively works as part of a continuous self-training process, follows a personal training plan and puts the new knowledge acquired into practice.

Development and Operational efficiency :

•  Ability to perform a diverse range of tasks related to results-based management, including the collection and verification of program / project data, the entry of ATLAS data, preparation of revisions, classification and provision of information.
•  Ability to support the review and review of work processes and the implementation of new systems, including those based on information technology.

Management and Leadership :

•  Oriented on results and responds positively to criticism.
•  Works dynamically and constructively.
•  Ability to work under the pressure of deadlines and results.

Core

Achieve 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 solvent,

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 handle ambiguity / uncertainty, is

hose

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face

of adversity, confidant

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, confrontation discrimination

Cross-Functional & Technical competencies ( insert up to 7 competencies )

Thematic Area

Name

Definition

Administration & Operations

Documents and records management

Overall document ( hard or electronic ) management;

registry and retention policy including storing and

archiving

Inventory management

Each office to ensure sufficient inventory items are

available for use as well as reporting for items which

are beyond the corporate threshold of $ 5K and above

Registry & correspondence

management

Ability to collect, register, maintain and deliver mail

and UNDP pouch; ability to manage archives

Events management ( including

retreats, trainings and meetings )

Ability to manage events, including coming

identification, accommodation, logistics, catering,

transport, and cash disbursements, etc.

Required Skills and Experience

Education:

•  Obtaining a secondary school diploma is required
•  Holding a baccalaureate or equivalent in Administrative Management, Secretariat, Office automation or in any other related field will be duly taken into consideration

Experience:

•  A minimum of 5 with a secondary school diploma or 2 years with a baccalaureate of experience in administration and finance or in the area of program operation are required
•  Professional 3 years of relevant experience in the field of administration or the administrative secretariat are required at local or international level ;
•  Have an excellent command of office software ( MS Word, Excel, PowerPoint ), good knowledge of database software and practical knowledge of the internet

Language

•  Excellent mastery of French
•  Practical knowledge of English an asset.

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 admises applicants for all professional level posts that they must disclose 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 employ 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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