Post:UN COORDINATION ASSISTANT, Beijing, China
Organization:UNDP - United Nations Development Programme
Location:Beijing, China
Office:UNDP China
Languages Required :English Chinese
Starting Date : (date when the selected candidate is expected to start)01-Nov-2013
Background
The United Nations Resident Coordinator (UNRC) is the highest UN official and the chief of UN diplomatic mission in a country. He/she leads the coordination efforts of the UN Country Team (UNCT) which comprises all heads of UN agencies operating in the country. The work of the RC is supported by the Office of the Resident Coordinator (RCO). The RCO staff ensures the implementation of the RC and UNCT decisions and supports the coordination of the different parts of the UN system.
The purpose of the Resident Coordinator system (RC system) aims at bringing together the different UN agencies to improve the efficiency and effectiveness of operational activities at the country level, helping the UN to be a more relevant and reliable partner for governments.
The National UN Coordination Assistant will become part of the RCO and will support the overall functioning of the office, providing administrative and operational support to all the RCO activities and operations while ensuring visibility and dissemination of UN messages and initiatives in China.
Duties and Responsibilities
Under the guidance and supervision of the Head of the RCO unit, the National UN Coordination Assistant provides administrative and operational support in execution of services in the UN Coordination Unit, in close cooperation with the UN Coordination Associate and other departments of the UNDP country office.
Specifically, the National UN Coordination Assistant will undertake the following tasks:
1. Assist with effective and efficient administrative support to the implementation of the RCO's operational functioning of the unit and work plan, focusing on achievement of the following results:
Full compliance with administrative activities with UN roles, regulations and strategies;
Support of organization of the UN events, workshops, trainings, meetings/briefings on various topic related to UNCT/RC activities.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Prepares minutes and records of RCO meetings and UN activities.
Provide translation and act as interpreter to the Head of the Coordination Unit if required. Translation of simple correspondences, when needed.
Support to compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities.
Preparation of Procurement Requisition and follow-up on payments; Sources quotations for timely procurement of goods and services; Prepares vouchers and requisitions in Atlas; monitors timely payments to suppliers.
Administration of travel and support to incoming/outgoing missions including the RC and RCO staff members, preparation of travel requests and logistics arrangements in consultation with UNDP Administration.
Provides support to office maintenance and assets management; Custodian for management of office stationery and promotional materials supplies including maintenance of stock lists and distribution as required.
Perform other tasks as required.
2. Assist with efficient filing and record maintenance functions, focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. Maintenance of files and records relevant to office maintenance.
Ensures adequate circulation of all incoming and outgoing official communication to the UNRC and RCO staff members. Ensures adherence to appropriate protocol and correspondence guidelines for outgoing correspondence with the Government and other external partners.
Ensures timely update of UNCT lists and partner databases. Updates mailing lists as required.
3. Provide effective support to the UNCT activities focusing on achievement of the following results:
Supports organization of regular UNCT meetings and other ad-hoc meetings attended by the RC or RCO staff members.
Ensures, in coordination with the assistants to all UNCT members, the availability of heads of UN agencies for the UNCT meetings and other UN activities.
Ensures adequate logistic support to UNCT meetings ad activities, distribution of agenda and materials, proper functioning of IT, reception of guests.
4. Provide support to effective advocacy of UN activities and information focusing on achievement of the following results:
Results/Expected Output: The UN Coordination Assistant will contribute towards the following programme outputs:
Competencies
Required Skills and Experience
Education: Bachelor's degree in international relations, political science, public policy, administration, or a related field;
Experience:
Two-years' relevant work experience, in administration, project management desirable;
Computer skills: command of standard office software packages. Internet research, webpage maintenance;
Language: Good command of English and Chinese, written and oral
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.
Closing Date: Monday, 11 November 2013
How to Apply
http://unjobs.org/vacancies/1383247452129
Organization:UNDP - United Nations Development Programme
Location:Beijing, China
Office:UNDP China
Languages Required :English Chinese
Starting Date : (date when the selected candidate is expected to start)01-Nov-2013
Background
The United Nations Resident Coordinator (UNRC) is the highest UN official and the chief of UN diplomatic mission in a country. He/she leads the coordination efforts of the UN Country Team (UNCT) which comprises all heads of UN agencies operating in the country. The work of the RC is supported by the Office of the Resident Coordinator (RCO). The RCO staff ensures the implementation of the RC and UNCT decisions and supports the coordination of the different parts of the UN system.
The purpose of the Resident Coordinator system (RC system) aims at bringing together the different UN agencies to improve the efficiency and effectiveness of operational activities at the country level, helping the UN to be a more relevant and reliable partner for governments.
The National UN Coordination Assistant will become part of the RCO and will support the overall functioning of the office, providing administrative and operational support to all the RCO activities and operations while ensuring visibility and dissemination of UN messages and initiatives in China.
Duties and Responsibilities
Under the guidance and supervision of the Head of the RCO unit, the National UN Coordination Assistant provides administrative and operational support in execution of services in the UN Coordination Unit, in close cooperation with the UN Coordination Associate and other departments of the UNDP country office.
Specifically, the National UN Coordination Assistant will undertake the following tasks:
1. Assist with effective and efficient administrative support to the implementation of the RCO's operational functioning of the unit and work plan, focusing on achievement of the following results:
Full compliance with administrative activities with UN roles, regulations and strategies;
Support of organization of the UN events, workshops, trainings, meetings/briefings on various topic related to UNCT/RC activities.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Prepares minutes and records of RCO meetings and UN activities.
Provide translation and act as interpreter to the Head of the Coordination Unit if required. Translation of simple correspondences, when needed.
Support to compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities.
Preparation of Procurement Requisition and follow-up on payments; Sources quotations for timely procurement of goods and services; Prepares vouchers and requisitions in Atlas; monitors timely payments to suppliers.
Administration of travel and support to incoming/outgoing missions including the RC and RCO staff members, preparation of travel requests and logistics arrangements in consultation with UNDP Administration.
Provides support to office maintenance and assets management; Custodian for management of office stationery and promotional materials supplies including maintenance of stock lists and distribution as required.
Perform other tasks as required.
2. Assist with efficient filing and record maintenance functions, focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. Maintenance of files and records relevant to office maintenance.
Ensures adequate circulation of all incoming and outgoing official communication to the UNRC and RCO staff members. Ensures adherence to appropriate protocol and correspondence guidelines for outgoing correspondence with the Government and other external partners.
Ensures timely update of UNCT lists and partner databases. Updates mailing lists as required.
3. Provide effective support to the UNCT activities focusing on achievement of the following results:
Supports organization of regular UNCT meetings and other ad-hoc meetings attended by the RC or RCO staff members.
Ensures, in coordination with the assistants to all UNCT members, the availability of heads of UN agencies for the UNCT meetings and other UN activities.
Ensures adequate logistic support to UNCT meetings ad activities, distribution of agenda and materials, proper functioning of IT, reception of guests.
4. Provide support to effective advocacy of UN activities and information focusing on achievement of the following results:
- Maintenance of information on RC system activities.
- Preparation of public information materials as requested.
- Maintenance of up-to-date information on UN system structures and activities in the country. Support to the maintenance of the UN China website.
- Supports the organization of press conference and media events for UN China as well as non-resident agencies.
- Coordinates preparation of major advocacy events to commemorate UN International Days (including UN Day, International Day of Peace, etc.) and UN lectures.
- Ensures appropriate branding and visibility of UN advocacy events.
Results/Expected Output: The UN Coordination Assistant will contribute towards the following programme outputs:
- Implementation of operational strategies
- Establishment and Implementation of RCO filing system
- Successful implementation of UNCT regular meetings
- Maintenance of the UN website. Makes proposal for new features of UN China website
- Proposes innovative initiatives for dissemination of UN messages
Competencies
- Good interpersonal skills and team spirit
- Good communication skills
- Positive attitude towards work
- Relevant knowledge about China and UN
Required Skills and Experience
Education: Bachelor's degree in international relations, political science, public policy, administration, or a related field;
Experience:
Two-years' relevant work experience, in administration, project management desirable;
Computer skills: command of standard office software packages. Internet research, webpage maintenance;
Language: Good command of English and Chinese, written and oral
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.
Closing Date: Monday, 11 November 2013
How to Apply
http://unjobs.org/vacancies/1383247452129
