Administrative Associate-NPSA 7, Beirut, Lebanon At UNDP – United Nations Development Programme


Closing date: Monday, 18 September 2023

Job Identification : 13378

Locations : Beirut, Lebanon

Posting Date : 08/31/2023, 07:25 PM

Apply Before : 09/18/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-7

Vacancy Type : National Personnel Service Agreement

Practice Area : Effectiveness

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages : Fluency in written and spoken English and Arabic

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

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.

Since 2019, Lebanon is facing an unprecedented and multifaceted economic, financial, social and health crisis, that is likely to rank among the top ten most severe crises globally since the mid-nineteenth century, according to the World Bank. Vulnerable populations have been deeply affected by a sharp increase in socio-economic needs, gaps in critical supply chains and limitations on access to food, healthcare, education, employment and other basic services, while at the same time facing depreciation of the Lebanese Pound high inflation rates. 2022 saw fresh challenges compounding the crisis for vulnerable families, including an outbreak of cholera.

Reflecting the complex and protracted nature of the crisis and its profound impact on Lebanon, in 2022, the United Nations Development Programme outlined a new vision to accompany Lebanon’s people and institutions to meet their aspirations through an ambitious “reform, stabilisation and development process” which also tackling the challenges of today. The new Country Programme Document and strategy is broadly defined to ensure that UNDP can, on short notice, respond to emerging opportunities and adapt to the ever-changing context.

To support the implementation of this new Country Programme, an organizational review has been carried out, resulting in a number of recommendations and improvements to the office structure. A key element of the new Country Programme will be working with evidence-based, innovative and adaptive programming. To this end, a new unit – Policy & Planning – has been created. The Policy & Planning team will work to bring in strategic planning, innovation and policy aspects into project, programme and portfolio design. This is done through an interdisciplinary approach of regular analysis (gender, conflict, macro and micro-economic trends, tensions, political economy; introducing and accelerating innovative methods and insights; coordination; and integrating a variety of data and digital tools.

To ensure the work of the Policy & Planning Unit, this position will support the Unit and the Team Leader with procurement and administrative tasks to ensure that the Unit is ebbing able to run efficiently both centrally and in liaising with field offices. This will also include tasks related to the Tension Monitoring System, the Engagement Facility as well as activities related to innovation, economic analysis and gender.

Duties and Responsibilities

Under the overall guidance and direct supervision of the Team Leader for the Policy & Planning Unit, the Administrative Associate will provide high quality administrative and financial services to support the management and delivery of the Policy & Planning Unit in full compliance with UNDP policies and procedures and donor reporting requirements. The incumbent will be responsible for the following tasks and functions: Function (1): Management Activities

  •  Support the Chief Technical Advisor in keeping track of the progress of projects and of any challenges or issues that might occur during implementation;
  •  Liaise with project partners including local authorities, non-governmental organizations, community groups, and other civil society organizations as well as local government organizations;
  •  Follow-up with the project team on payment schedules of activities;
  •  Support project team in preparing evaluation documents;
  •  Coordinate with and facilitate the work of project partners as well as contracted companies and individual consultants to achieve deliverables; follow-up on the implementation of tasks;

Function (2): Coordination and Reporting

  •  Support project team in coordinating on a continuous basis with all stakeholders, including municipalities, local/community organizations, NGOs, suppliers, and contractors;
  •  Lead on reporting to ActivityInfo and LCRP sectors in consultation with the Project Manager;
  •  Organize monthly meetings of the Policy & Planning Unit.
  •  Take part in project quarterly and final reporting.

Function (3): Administrative Support

  •  Supervise the preparation and processing of relevant procurement documents (Request for Proposals, Request for Quotation, Contracts, Request for Payments, etc.) ensuring all supporting documents are in accordance with UNDP requirements carried out by the Administrative Assistant;
  •  Coordinate with the Procurement Unit to make sure that rules are followed in procurement activities carried out by the project;
  •  Coordinate with vendors, companies, and service providers to follow up on progress and issue payments;
  •  Maintain the filing and documents retrieval system.

Institutional Arrangement

The selected incumbent will be working under the overall guidance and the direct supervision of the Team Leader for the Policy & Planning Unit and will be supervising one staff (NUNV Finance & Administrative Assistant).

Competencies

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 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

Functional & Technical competencies:

Thematic Area

Name

Definition

Ethics

Ethics Advice & Guidance

Ability to quickly analyse complex fact patterns and provide comprehensive, sensitive, and confidential ethics advice and guidance

Communications

Writing and editing

Ability to create and/or edit written content in different UN languages.

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Direction & Strategy

Strategic Thinking

Ability to delelop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.

Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Communications

Advocacy strategy and implementation

Ability to create and implement advocacy strategies that lead to impactful change

Communications

Digital strategy

Ability to plan the use of resources through digital channels to reach and engage target audiences effectively and to achieve particular objectives

Required Skills and Experience

Education:

  •  Completion of Secondary Education is required; or
  •  Bachelor’s degree in Business Administration, Political Science, or any related field.

Experience:

  •  Minimum 7 years with secondary education or 4 years with
  •  Bachelor’s degree of progressive relevant experience in project implementation;

Required skills:

  •  Relevant experience in development work with civil society organizations and local public institutions;
  •  Previous experience in administrative and financial tasks;
  •  Ability to produce accurate and well-documented reports conforming to the required standards;
  •  Proven interpersonal written and oral communication skills.

Desired skills in addition to the competencies covered in the Competencies section:

  •  Experience in participatory work with communities and community-based organizations is desirable;
  •  Previous experience in the UN system in a similar role is desirable; French is desirable.

Required language(s): Fluency in written and spoken English and Arabic.

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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