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FTA, GS-6

UNFPA Administrative Associate

20 November 2016
Chisinau, Republic of Moldova
File P11_Personal_history_form.docx, PDF icon JD Moldova CO GS6 Administrative Associate October 2016.pdf, Microsoft Office document icon UNFPA vacancy GS6 Administrative Associate_web.doc

 

Vacancy Number: UN16/01436

Expected Duration of Assignment: 1 year with possibility of extension

Job Purpose: The Administrative Associate delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects.

Major Activities/Expected Results:

  • Adapts processes and procedures, anticipates and manages operational requirements of programme/ project inputs in terms of personnel, sub-contracts, equipment, fellowships, study tours, official travel and other programme and project-related events to facilitate programme/ project delivery.
  • Manages recruitment and selection process of individual consultants applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on HR policies and procedures.
  • Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
  • Sets up and monitors the filing system and a follow-up system for the CO. Organizes and maintains the filing system for the UNFPA Representative. Maintains up-to-date electronic mailing lists.
  • Logs and routes incoming documents from the Representative to the CO staff for action; reviews and ensures conformity to UNFPA’s guidelines and procedures of all outgoing correspondences and submits for the UNFPA Representative’s signature.
  • Drafts non-substantive correspondence, takes dictations and types correspondence, documents and reports ensuring that spelling, punctuation, and format are correct; and in consultation with other CO personnel responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
  • Responsible for protocol matters. Manages the UNFPA Representative’s calendar and schedule of appointments and meetings. Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens calls with tact and discretion.
  • Fulfill interchangeable English-Romanian-Russian translation of CO related documents.
  • Perform all functions as Field Office Buyer: create, dispatch and close Purchase Orders; record and maintain asset data in Asset Management module; Create and modify vendors in Vendor Portal.
  • Perform other related duties that might be required for the office.

Job requirements:

  • Completed Secondary Level Education required. First level university degree desirable.
  • Six years of relevant experience in administration, finance or office management.
  • Proficiency in current office software applications and corporate IT systems.
  • Fluency in English and Romanian is required.
  • Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

This is a local position, therefore only citizens of the Republic of Moldova are eligible to apply.

The United Nations Organization is committed to diversity and inclusion. Women, persons from vulnerable groups, such as persons with disabilities, Roma and other ethnic, linguistic or religious minorities, persons living with HIV, refugees and other noncitizens legally entitled to work in the Republic of Moldova, as well as persons from other underrepresented groups are particularly encouraged to apply.

All applications will be treated with the strictest confidence.

We offer an attractive remuneration package commensurate with the level of the position, including pension fund and medical insurance coverage. Salary scale is available on the website of the UN International Civil Service Commission http://icsc.un.org

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

Interested persons should submit their application letters and duly completed Personal History Form (P11) with the mark “UNFPA Administrative Associate” by 21 November 2016, 23:59 (local time) to the following e-mail: jobs@unfpa.md

Detailed Job Description and template of Personal History Form (P11) are available at the UN Moldova website http://www.un.md and UNFPA Moldova website https://moldova.unfpa.org/ . Only those short listed will be contacted.

Failure of candidates to submit a duly completed P11 form, as well as false representations on this form, shall constitute sufficient grounds for withdrawal of further consideration of the application. All information provided in the P11 form will be treated as strictly confidential.