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UNDP National Personnel Service Agreement internship, Angola 2022

Job Description

Background
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.
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.

The high level of vulnerability conditions combined with the climate variability that is characterized by periods of lack or excess of rain, resulting in an almost permanent disaster situation, or a cycle of droughts and floods episodes, in the Southern Region of Angola. Climate change is also exacerbating this chronic situation of disaster risk. The Overall Objective of the EU-financed FRESAN Programme 2018-2022 is to “contribute to the reduction of hunger, poverty and vulnerability to food and nutrition insecurity in the provinces of Angola most affected by climate change, namely Cunene, Huila and Namibe.”

This UNDP Project for a period of 48 months from 2019 to 2023 will contribute to FRESAN’s Result 3.3. Disaster Risk Management (DRM) strategy and inter-institutional coordination mechanisms are implemented by the competent authorities. The Project aims to deliver on two Outputs at national and decentralized levels in the target provinces of Cunene, Huila and Namibe: 3.3.1 Promote the establishment and strengthen inter-institutional multi-level mechanisms for DRM; and 3.3.2 Develop and implement risk information system and early warning system for DRM.

To help the UNDP FRESAN Project team deliver on the targets, UNDP Angola is recruiting an Administrative Assistant.

Duties and Responsibilities

1. Ensure the completeness of the Project and M&E filing systems :
  • Support the design of the Project and M&E filing structure (paper-based and electronic);
  • Set up a workflow for the management of project correspondence (letters, reports, invoices etc.);
  • Ensure that workflow and filing structures are used and complied with;
  • Gather, organize and archive critical Project and M&E documents.

2. Help generate and finalize official project documents:

  • Support the drafting, formatting or general editing of official correspondence, minutes of meetings, narrative reports

3. Support the organization of UNDP FRESAN events:

  • Support the planning and execution of event logistics such as budgets, invitation letters, liaison with Program Associate and Finance team on procurement and payment-related processes (venue, stationery, participants‘ per diem, travel);
  • Liaise with the Communications team for media coverage.

4. Support the Project Manager in his functions:

  • Manage the Manager’s agenda and overall planning;
  • Manage correspondence addressed to the Manager;
  • Organize Manager’s filing system.

The key results have an impact on the efficiency of the unit. Accurate analysis and 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, facilitating subsequent action by a supervisor. The incumbent’s own initiative is decisive in the results of work and timely finalization.

Institutional Arrangement

  • The Administrative Assistant will be under the direct supervision of the Programme Specialist and will work in close collaboration with programme and operations units.

Competencies

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by the 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, be aware of unconscious bias, and confront discrimination.

Cross-Functional & Technical Competencies

Business Development

  • Human-centred Design: Ability to develop solutions to problems from the human perspective in all steps of the problem-solving process.

Business Management:

  • Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

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.

Administration & Operations

  • Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
  • Events management (including retreats, training and meetings):  Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursement, etc.

Required Skills and Experience

Education:
  • Completion of Secondary Education is required with specialized certification.
  • Bachelor’s degree in in Business or Public Administration, management and other relevant fields will be desirable.
Experience:
  • Minimum 5 years (Secondary Education) or 2 years (Bachelor’s degree) experience in administration or programme support service in UN system, NGO, public sector or governmental entity;
  • Experience in document management and electronic filing;
  • Experience in the use of Office software packages, and in particular Word, Excel and PowerPoint;
  • Experience in organizing events (meetings, workshops, etc.);
  • Good communications skills both written and oral;
  • Experience in engaging with stakeholders;
  • Innovative problem-solving and effective organizational skills;
  • Good client orientation and planning skills.

Language

  • Fluency in Portuguese and good working knowledge of English.
Disclaimer
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 descriptions, experience and educational requirements.

Deadline: 

31 Oct 2022

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