Le PNUD recrute 01 Assistant de Programme
Ville, Pays: Dakar, SENEGAL
Niveau d’études minimum réquis: Bac + 4
Expériences professionnelles demandées: 3 ans
Date limite de dépôt de dossier: 04-07-2017
Publié le 25/07/2017 à 10h27min42s
Email de réception des candidatures : Non précisé
Détails de l’offre:
Location : Dakar, SENEGAL
Application Deadline : 04-Aug-17 (Midnight New York, USA)
Time left : 10d 19h 44m
Type of Contract : Service Contract
Post Level : SC-4
Languages Required :
Starting Date :(date when the selected candidate is expected to start) 01-Dec-2017
Duration of Initial Contract : Six months (renewable depending on funds availability)
Expected Duration of Assignment : Open for Senegalese or resident with working permit
Organizational Setting and Reporting Relationships:
This post is located in geographically at ROSEN and technically under Justice Section of the United Nations Office on Drugs and Crime. The incumbent reports directly to the project officer of the Global Maritime Crime Programme and works under the overall supervision of the Head of the Global Maritime Crime Programme.
Under the direct supervision of the the project officer of the Global Maritime Crime Programme and the overall supervision of Head of the Global Maritime Crime Programme, the Programme Assistant will support the administrative and technical implementation of the GMCP in West and Central Africa.
Within limits of delegated authority the Programme Assistant will be responsible for the following duties:
Performs a wide range of office support and administrative functions;
Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;
Coordinate with national project officers hired under the project to ensure timely and coordinated execution of tasks;
Supports the project coordinator in drafting progress reports, mission reports, evaluation reports etc;
Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
Provides secretarial, administrative and logistics support to the implementation of the project;
Assists in the preparation of presentation materials using appropriate technology/software;
Maintains calendar/schedules; monitors changes and communicates relevant information to the project coordinator and appropriate staff inside and outside the immediate work unit;
Performs data entry and extraction functions as necessary;
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;
Handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc;
Performs general administrative tasks, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure;
Authorizations, visa applications, etc.);
Maintains files (both paper and electronic);
Performs other duties as assigned.
Work implies frequent interaction with the following
Staff in related organizational units across the organization, including national stakeholders and partners, experts invited to provide input in meetings etc.
Duties and Responsibilities
Summary of Key Functions:
Support to formulation of programme strategies, regional action plans and the Countries Programme Action Plans;
Support to management of the Field Office (FO) programme;
Administrative support to the Programme Unit;
Support to resource mobilization;
Support to knowledge building and knowledge sharingSupports formulation of programme strategies, regional action plans and the Country Programme Action Plans focusing on achievement of the following results: Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
Provides effective support to management of the Global Maritime Crime Programme focusing on the achievement of the following results: Creation of projects in ProFi and/or UMOJA preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
Provides administrative support to the Programme Unit focusing on achievement of the following results: Preparation of non-PO vouchers for development projects; maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers, creation of requisitions in ProFi and/or UMOJA for development projects registers of goods receipt in ProFi and/or UMOJA, making budget check for requisitions, POs and voucher
Preparation of vouchers requisitions for development projects can be performed either by Programme Associates or by Programme Assistants depending on the set up of the office.
Voucher creation functions in the offices with Service Centres or Project offices, can be performed either by Service Administrators of Service Centres or Finance Assistants of Project offices;
Supports resource mobilization focusing on achievement of the following results: review of contributions agreement, managing contributions in Atlas: Participation in the trainings for the operations/ projects staff on programme; contributions to knowledge networks and communities of practice.
Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNDP and or UNODC programme. A client-oriented and efficient approach impact on the image of UNODC in the country.
Effectively delivers of a wide range of administrative and office support functions under moderate supervision;
Regularly assists in drafting routine correspondence and other communications;
Accurately and in a timely manner, produces a range of documents, reports and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes;
Establishes effective working relationships with internal and external contacts at all levels.
Knowledge of general office and administrative support including administrative policies, processes and procedures;
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
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.
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately;
Asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience;
Demonstrates openness in sharing information and keeping people informed.
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 decision, even when such decisions may not entirely reflect own position;
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
Takes ownership of all responsibilities and honors commitments;
Delivers outputs for which one has responsibility within prescribed time, 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.
Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs;
Promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”;
Takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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 ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
Keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Commitment to Continuous Learning:
Keeps abreast of new developments in own occupation/profession;
Actively seeks to develop oneself professionally and personally;
Contributes to the learning of colleagues and subordinates;
Shows willingness to learn from others;
Seeks feedback to learn and improve.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.
Required Skills and Experience
Master in Business or Public Administration, law, Economics, Political Sciences and Social Sciences would be desirable.
3 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Experience in general office support, GMCP project management or related area is desirable.
Fluency in the French and English and national language of the duty station.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.