Administrative Assistant

United Nations Development Programme (UNDP); Roma; In loco; EUR 24.000 - 36.000; Tempo pieno

Descrizione del lavoro

The United Nations Development Programme (UNDP) seeks an Administrative Assistant for its Rome Centre for Climate Action and Energy Transition. This role involves supporting daily operations, ensuring adherence to organizational strategies, and working collaboratively across multidisciplinary teams to enhance strategic goals for sustainable development.

Competenze

• Minimum 5 years experience with Secondary education or 2 years with Bachelor's degree in relevant areas.
• Familiarity with UNDP/UN operational rules is an asset.
• Experience in handling ERP systems is advantageous.

Mansioni

• Assist in project management activities related to procurement and HR.
• Support logistical arrangements for meetings and trainings.
• Ensure compliance with UN/UNDP rules and regulations.

Conoscenze

Communication skills

Logistics management

Customer satisfaction

Formazione

University Degree in Business Administration or related fields

Secondary education

Strumenti

MS Office

Descrizione del lavoro

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.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP's policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP's Strategic Plan. BPPS's staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP's Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP's development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

As per UNDP’s new Strategic Plan 2022-2025, two of the keys objectives of UNDP are (i) to increase energy access for those furthest behind: by speeding up investment in distributed renewable energy solutions, it aims to increase access to clean and affordable energy for 500 million people; (ii) to help align and unlock public and private finance for sustainable development, working towards a goal of $1 trillion to achieve the SDGs by the end of 2025.

Rome Centre for Climate Action and Energy Transition

The central purpose of the Rome Centre is to ensure the effective implementation and further development of the strategic partnership between UNDP and the government of Italy across the objectives of sustainable development and in doing so advancing the broader partnership between UNDP and G7 and G20 countries.

The Rome Centre focuses on the critical policy areas of youth engagement in climate action, energy for development and climate finance. These objectives are pursued through the effective implementation of three initial main programmes: Platform for Investment Support and Technical Assistance (PISTA), the Italy-UNDP Energy Partnership and Youth4Climate.

• Platform for Investment Support and Technical Assistance (PISTA), aims to mobilise finance for climate, energy and environment. Specifically, PISTA aims to originate projects that contribute to the decarbonization efforts of developing economies and to their transition to climate-resilient economies, and it aims to catalyse international financial resources toward these initiatives. Matching impactful projects with investors and capital providers goes hand in hand with the engagement with financial institutions – both institutional and private – at Italian and global level.
• Energy 4 Growth promotes access to sustainable energy in developing countries, contributing to SDG7. The goal of the initiative is to assist partner countries in unlocking finance to scale up the diffusion of clean energy solutions, increase access to energy and boost the energy transition. E4G aims to foster the mobilization of public and private capital toward projects aligned with the international policy agenda and the Sustainable Development Goals. It does so by connecting UNDP's capacity and connections in emerging economies and developing countries with the public-private ecosystem of Italy and other G7 countries, in the crucial sector of energy.
• Youth4Climate promotes youth engagement in climate action, contributing to SDG13. Youth4Climate supports the implementation of youth-led and youth-inclusive solutions to environmental and climate challenges, both financially and through capacity development. It also gives young people around the world who are committed to fighting climate change a platform to engage with policymakers and global leaders.

The Rome Centre also has a broader mandate to engage with the Italian ecosystem as a whole, which involves close collaboration with key actors in the public and private sector, with the aim to effectively mobilize financial resources for development objectives. To guarantee the effective implementation of the Rome Centre’s workplan, and indeed to ensure the strategic and long term impact of both its programmes, the Centre will develop broader strategic partnerships and reinforce the overall collaboration with Italy and other meaningful partners.

Delivering on its programmes, the Rome Centre will provide support to the international cooperation efforts of Italy and it will support UNDP’s global policy initiatives. Recognizing that change will be disruptive, UNDP will work to ensure that such transitions are just, and that their impact on vulnerable people is understood and duly mitigated.

Duties and Responsibilities

Position Purpose

Under the direct supervision of the Operations and Project Analyst of the Rome Centre for Climate Action and Energy Security, Administrative Assistant provides support to office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work, as well provide support the Rome Centre Coordinator with administrative tasks. The Administrative Assistant promotes a client, quality, and results-oriented approach, ensuring a 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.

Key Duties and Accountabilities

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit
• Support to administrative and logistical services
• Support to office maintenance and assets management

1) Ensures implementation of operational strategies in alignment with governing rules and regulations, fand with a focus on consistency and quality:

• Assisting the Office team to liaise effectively with all stakeholders and counterparts, on project implementation related matters;
• Ensure full compliance of administrative activities in full compliance with UN/UNDP rules, regulations, policies, and strategies.

2) Ensures effective and efficient functioning of the unit focusing on achievement of the following results:

• Supporting project management activities related to procurement and human resources and periodically reports to the Manager;
• Compiling and preparing briefing and presentation materials, speeches, background information, and documentation for meetings and missions;
• Ensure work is undertaken in line with the Internal Control Frameworks and Standard Operating Procedures in compliance with POPP, as they relate to his/her duties;
• Maintains calendar of the Director.

3) Ensures effective administrative and logistical support, focusing on achievement of the following results:

• roviding technical, administrative, and financial support to the daily office operations;
• Supporting logistical arrangements and venue preparation for meetings and training, including the provision of sound system and projector, chairs and tables, as well as other equipment when required;
• Following up on deadlines, commitments made, actions taken, as well as, coordinating the report collection and submission to the Heads of unit;
• Prepares e-requisition in ERP system for all related transaction for the Centre;
• Create receipts in ERP system for all payment submissions;
• Prepares travel requests in BPPS Travel Management System for all Staff including JPOs and UNVs;
• Liaise with landlord and office service providers ensuring all contractual obligations are met in a timely manner;
• Monitors credit card transaction on a monthly basis making sure that request for payment is processed promptly.

4) Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintaining files (both paper and electronic) and databases for work unit ensuring safekeeping of confidential materials;
• Custodian for management of office stationery supplies including updating and maintaining large distribution lists;
• Assemble documents, reports and other materials for global dissemination, where possible using electronic formats;
• Assist in the preparation of budget and information for audit;
• Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports;
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core :

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

Cross-Functional & Technical Competencies:

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.

Operations Management : Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.

UN travel documents : Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

Entitlement travel : Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

Asset Management : 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.

Vehicle management : Knowledge of policy and procedures on fleet management.

Procurement Management: The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree in Business Administration or Public Administration, Economics, Political Sciences, or Social Sciences would be desirable, but it is not a requirement.

Experience, Knowledge, and Skills:

• A minimum of 5 years(with High School Diploma) or 2 years (with bachelor’s degree) with relevant experience in project administration support services, logistics management or related areas.
• Experience in the use of computers, office software (MS Word, Excel, etc) is required.
• Experience in handling web-based management systems, especially in relation to the and web-based management systems such as ERP project management and financial control system is an asset.
• Familiarity with UNDP/UN rules and regulations in HR, Finance and Procurement areas is an asset.
• Previous experience with United Nations or I/NGO would be an advantage.
• Ability to support day-to-day operations, including administrative, procurement, and travel functions, to ensure efficient project implementation is an advantage
• Experience in coordinating meetings, preparing documentation, and ensuring compliance with internal control frameworks and standard operating procedures is an asset.
• Experience in managing calendars, coordinating meetings, and handling agenda scheduling for senior management is an asset.
• Proven experience in following up with suppliers and vendors, including monitoring compliance with security measures and providing regular feedback, preferably in a context linked to UN procurement practice is an asset.
• Excellent communication skills for coordinating with internal teams and external stakeholders and vendors, including UN Agencies (e.g., WFP, FAO) and LTA companies is an asset.

Language Requirements

• Fluency in oral and written English and Italian is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.