Le PNUD recrute un Assistant Administratif

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ADMINISTRATIVE ASSISTANT (TRAVEL) - (OPEN TO IVORIAN NATIONALS ONLY)
Location :	Abidjan, COTE d'IVOIRE
Application Deadline :	07-Nov-14
Type of Contract :	FTA Local
Post Level :	GS-5
Languages Required :	English   French
Starting Date : (date when the selected candidate is expected to start)	01-Dec-2014
Duration of Initial Contract :	1 year
Expected Duration of Assignment :	1 year
REFER A FRIEND  APPLY NOW

Background

Organizational Context The UNDP Executive Board has approved a new Strategic Plan covering the period 2014-2017 to help UNDP better respond to evolving development challenges by tailoring the services provided to countries within a context of unprecedented world transition. This adaptation through the realignment of Country Programmes requires transforming institutional effectiveness by improving management of financial and human resources in pursuit of results in a way which is sustainable within projected resource flows. In order to achieve this aim, the Country Offices has gone through a Financial Sustainability and Effectiveness Exercise (FSE) to ensure that field offices have the required capacity to deliver Country Programmes for the next biennium 2014-2015. The Administrative and Travel Assistant works in close collaboration within the Procurement and Support Services Team, The Operations, Programme and projects staff in the CO and other UN Agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions : Implementation of Operational strategies; Support to effective and efficient functioning of the Deputy Country Director/Operations and Operations Unit/administrative and logistical services; Support to knowledge building and knowledge sharing on travel. Ensure implementation of operational  strategies, focusing on achievement of following results: Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary; Provision of inputs to preparation of administrative team results-oriented workplans. Supports TRAVEL  management processes for Country Office, Projects and at the request of other Country Offices and UN Agencies focusing on achievement of the following results: Processing of purchase orders for travel in Atlas. Ensure availability of budget according to  COA; Processing of cost recovery bills in Atlas for the travel services provided by UNDP to other Agencies; Follow up with contracted travel agent to ensure provision of high quality professional service and most competitive price; Provision of information to the Staff on travel including entitlements, travel route and hotel Arrangement Arrangement for Security Clearance when required; Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN visitors, ensuring that the travel arrangement  follow UN/UNDP rules of most direct route and most competitive prices; Hotel reservations for visiting UN/UNDP officials; Processing requests for visa for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for International Staff; Arrangement for airport pick up of high –level officials and support to expediting of customs and immigration procedures as necessary; Preparation of routine correspondence, faxes, memoranda and report in accordance with CO SOP; Reconciliation of settlement to be paid by Finance Unit. Contributes to implementation of sourcing strategy focusing on achievement of the following result: Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services Preparation of LTAs for travel and hotel services on behalf of UN Agencies (OMT/UNCT) Ensures effective and efficient functioning of the Unit (DCD/O office/operations unit and administrative unit) focusing on achievement of the following results:  Contacts with visitors and staff, arrangement of appointment and meetings, acting as 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; Follow up of DCD/O missions and agenda; Reception and verification of documents sent for DC/O signature. Effectively support the circulation and dissemination of information to achieve results following:  Filing records and confidential use of an electronic archiving system; Coordinating the flow of information in the detailed operations and monitoring treatment folders; Facilitate the exchange of information among UN agencies managers, Country office and Coordination Unit; Sorting and selection of incoming-outgoing calls, letters and e-mails. Support knowledge building and knowledge sharing in the CO, focus on achievement of the following results:  Participation in the training for the operations/projects staff on Administration/Travel Sound contributions to knowledge networks and communities of practice. 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/UNDP as an effective contributor to the development of the country.

Competencies

Functional Competencies: Building Strategic Partnerships Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives. Promoting Organizational Learning and Knowledge Sharing Basic research and analysis Researches best practices and poses new, more effective ways of doing things.