Job Identification : 11996
Locations : La Habana, Cuba
Posting Date : 07/10/2023, 01:20 PM
Apply Before : 07/17/2023, 03:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : NB2
Vacancy Type : National Personnel Service Agreement
Practice Area : Management
Bureau : Regional Bureau for Latin America and the Caribbean
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Bachelor’s Degree – 1 year(s) experience OR High School certificate- 4 year(s) experience
Required Languages : Fluency in the UN language of the duty station is required, Fluency in the national language of the duty station
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.
UNDP Cuba, in accordance with the strategic priorities agreed in the Country Program Document (CPD) for the period 2020-2024, has significantly expanded its cooperation with the country, both in number of projects and volume of financial resources from the program, as well as new and increasingly complex issues. This has implied an increase in alliances with cooperation partners, within the United Nations System and with national and local institutions, and with civil society networks and communities.
The formulation of a new Country Program Document (CPD) for cooperation 2025-2029 / Sustainable Development Cooperation Framework (UNSDCF) will offer a favorable framework to effectively address the new development challenges, offering innovative solutions that contribute to the achievement of the SDGs and the goals of the National Economic and Social Development Plan for 2030.
Taking into account UNDP’s mission to provide sustainable and integrated development solutions adjusted to national priorities, while maintaining quality and innovation standards, it is relevant in the Cuban context to maintain coordination of the programme unit.
- Include relevant background information and objectives of the unit/project
The Reception, where the person will be located, is the first contact of the visitors with the UNDP office and plays an orientative and informative role for an effective and safe relationship.
- Briefly describe how the required services will contribute to the work/objectives of the unit/project
Under the guidance and direct supervision of the Administrative Associate or Operations Manager, the Adminsitrative Ckerk provides Reception services and administrative support to the Office in general.
- If applicable, explain any specific challenges around the unit, project and/or work required (e.g., security risks involved in conducting the work in certain communities, certain cultures and practices unique to the stakeholders, etc.)
Under the guidance and supervision of the Administrative Associate or Operations Manager, the Administrative Clerk provides support to administrative services ensuring high quality of work, and accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
1.) Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
- Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provide inputs to preparation of administrative team results-oriented workplans.
2.) Provide support for Assets Management.
- Collect information on assets management; and maintain records and files on assets management.
3.) Provide support for effective administrative and financial control in the Country Office.
Example of Duties:
- Extract, input, copy and file data from various sources.
- Review travel authorizations, documentation, and payments.
- Review and verify documents on vendor creation set-up information in ERP.
4.) Provide appropriate and required administrative and logistical services to the Country Office, as assigned.
- Serve as 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.
- Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance.
- Arrange travel and hotel reservations, prepare travel authorizations. When requested, collect information for DSA, travel agencies and other administrative surveys.
- Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans.
- Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
- Provide administrative support to organization of conferences, workshops, retreats.
- Prepare routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
5.) Support knowledge building and sharing in the Country Office.
- Help organize and participate in training for the operations/projects staff on administration.
- Provide sound contributions to knowledge networks and communities of practice.
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
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
Cross-Functional & Technical competencies (insert up to 7 competencies)
Ability to manage programmes and projects with a focus on improved performance and demonstrable results.
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.
Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of
discovering useful information, informing conclusions, and supporting decision-making.
Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either
through skillfully grasping their usage or through understanding their
impact and empowering others to use them as needed.
Administration & Operations
- Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP,
- perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration & Operations
- 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
Required Skills and Experience
- High school education is required
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
- Certifications in Administration and Procurement are desirable
- Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration or programme support services.
- Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
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.
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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