Administration Officer – TA NOA – OHCHR (National Officer)
Caracas, Venezuela
JOB DETAIL
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
This position is in the Office of the UN Resident Coordinator, Office of the United Nations High Commissioner for Human Rights (OHCHR), in Caracas, Bolivarian Republic of Venezuela. The Administration Support Unit reports to the Team Coordinator in Caracas, under the functional supervision of the Chief of the Americas Section of OHCHR headquarters.
Contract Duration: initial of 7 months
Duties and Responsibilities
Under the overall guidance and supervision of the Team Coordinator in OHCHR-Venezuela, the Administration Officer contributes to the effective and transparent administration of operations of OHCHR-Venezuela. The Administration Officer promotes a client-oriented approach, consistent with UNDP and OHCHR rules and regulations. He/she provides solutions to a wide spectrum of administrative, including financial and human resources, issues.
The Administration Officer works in close collaboration with Management, all substantive units and project teams of OHCHR-Venezuela, the Finance, Procurement and Human Resources Units of UNDP, OHCHR headquarters, in particular administrative, finance, human resources and field operations support staff. He/she contributes to ensuring the successful performance of OHCHR-Venezuela in all administrative matters, including finance.
Primary functions/accountabilities
- Control and management of OHCHR- Venezuela administrative and financial general operations
- Support to establish an appropriate and efficient strategy to carry out the control and management of OHCHR- Venezuela administrative and financial general operations, ensuring timely information, follow-up, adequate reporting, as well as providing assistance concerning administrative and technical fields of cooperation with regard to programme and fundraising processes and monitoring and administration of funds.
2. Liaison with OHCHR HQ and UNDP Venezuela
- Liaise with OHHCR headquarters and UNDP-Venezuela to comply with administrative and financial rules and procedures, as well as with other counterparts, including joint programming with the UN Common System in Venezuela and the international community, to advise and assist in the elaboration and negotiation of agreements, letters of intention and other commitments, to organize and consolidate the logistics and administrative process for official missions as well as to provide administrative, financial and follow-up actions to ensure the effectiveness of desired programmatic results.
3. Procurement
- Contribute to ensure adequate negotiations and procurement mechanisms that are in the best interest of office operating processes and support to prepare cost analysis, balances and variances, financial reports, as well as proposals for new activities, based on OHCHR-Venezuela’s objectives and results.
4. Administration of the unit resources activities
- Prepare requests of contracts for local staff (including external consultants) and assist in all steps of recruitment procedures following UNDP and OHCHR guidelines; Manage and monitor OHCHR staff contracts with regard to benefits (medical and pension fund), as required; In coordination with OHCHR-Venezuela Representation and Programme Management Officer, assist staff in the elaboration of annual performance evaluation reports.
5. Assistance to OHCHR-Venezuela Representation and Programme Management Officer
- Assist OHCHR-Venezuela Representation and Programme Management Officer with the establishment of internal and external communication mechanisms; supervise general service staff in line with UNDP and OHCHR human resources rules and procedures; and supervise and control the Office’s files and records.
Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of IMA, IT Assistant, Driver.
Competencies
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| Business Management | 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 |
| Business Management | Project Management | Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals |
| Business Direction & Strategy | Business Acumen | Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks |
| Administration & Operations | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| Finance | Budget management | Ability to support budgetary aspects of work planning process, drawing and management of team budgets |
| Finance | Financial planning and budgeting | Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting |
| Procurement | Procurement management | The ability to acquire goods, services or works from an outside external source |
Required Skills and Experience
Education:
- Advanced university degree (Master’s degree or equivalent) in Business or Public Administration, Finance/Accounting or related field, is required OR
- A first-level university degree in combination with 2 additional years of qualifying work experience may be accepted in lieu of the first level university degree.
Experience:
- Up to 2 years (with master’s degree) OR 2 years (with bachelor’s degree) of relevant experience in similar positions is required.
- Relevant experience in providing financial management services, managing staff and operational systems.
- Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and of spreadsheets and database packages is desirable.
- Experience working in the UN Common system is desirable.
- Experience working with UN Agencies or other international organizations rules and procedures on the handling of administrative and financial operations, as well as human resources is also desirable.
- Fluency in Spanish and English (both oral and written) is required.
KEY WORDS
Administration
Management of financial resources
Management of human resources
Operational strategies
Delivery of services
Disclaimer
Important applicant information
All posts in the NO categories are subject to local recruitment.
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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