🇸🇱 Job Vacancy @ UNDP (United Nations Development Programme) – Administrative Assistant

Job Identification : 17150

Locations : Freetown, Sierra Leone

Posting Date : 03/21/2024, 10:31 AM

Apply Before : 04/05/2024, 03:55 AM

Job Schedule : Full time

Agency : IFAD

Grade : SB3

Vacancy Type : Service Contract Holders

Practice Area : Effectiveness

Bureau : Regional Bureau for Africa

Contract Duration : 1 Year

Education & Work Experience : High School certificate - 3 year(s) experience

Other Criteria : Business Administration, Accounting, Economics, Finance or related areas

Required Languages : Fluency in English and national language of the duty station

Vacancy Timeline

1 Week

Job Description

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>

The Government of Sierra Leone has taken a significant stride in the realm of agricultural development with the introduction of "Feed Salone," an ambitious agenda designed to elevate economic growth, generate employment opportunities, alleviate hunger, and enhance the resilience of the nation's food system. At the core of this transformative initiative is the goal to attain self-sufficiency in key staples and amplify export earnings from cash crops.To address long standing challenges that continue to inhibit the optimal performance of critical value chains across the agricultural sector, the Feed Salone's strategic interventions will be implemented. through the following six (6) pillars:

•  Pillar 1: Mechanization and Irrigation
•  Pillar 2: Seeds and Inputs System
•  Pillar 3: Aggregation, Processing and Marketing
•  Pillar 4: Access to Finance
•  Pillar 5: Agricultural Technology (AgTech) and Climate Smart Agriculture (CSA)
•  Pillar 6: Empowering Women and Youth

In alignment with this visionary agenda, the government has forged a partnership with the African Agriculture Transformation Initiative (AATI). The AATI, co-founded by the Bill & Melinda Gates Foundation (BMGF), the International Fund for Agricultural Development (IFAD), the Alliance for a Green Revolution in Africa (AGRA), and McKinsey & Company, is committed to reinforcing national delivery mechanisms to support agricultural transformation policies and programs in Sub-Saharan Africa. This collaborative effort translates into the establishment of an Agriculture Transformation Office (ATO) in Sierra Leone. Within this framework, the ATO in Sierra Leone, a pivotal component of the AATI, will play a crucial role in advancing the implementation of the government's agriculture transformation plan. The ATO's mandate encompasses facilitating the transfer of knowledge and learning through daily interactions with government personnel, strengthening policy formulation, providing evidence-based decisionmaking advice, and contributing to resource mobilization efforts.

To ensure effective organizational structure and reporting lines, it is mandated that all staff within the ATO have their supervisors adhering to the established organizational chart. As AATI seeks qualified candidates to advise the Ministry of Agriculture and Food Security in delivering and implementing the "Feed Salone" agenda, this collaborative initiative holds promise for fostering sustainable agricultural growth, improving food security, and contributing to the overall socio-economic development of Sierra Leone.

The Administrative Assistant position is located in Sierra Leone and works under the direct supervision of the ATO Director. The AATI and ATO are administratively hosted within IFAD and this Service Contract appointment will be governed by both IFAD's and UNDP's legal instruments, as detailed in the offer of appointment.

Duties and Responsibilities

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information.

The Administrative Assistants at this level typically report to a senior professional staff member or to a team leader; therefore the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. The work is standard in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.

1. COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the team; maintaining the supervisor's calendar; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.

2. OPERATIONAL SUPPORT: Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures. Accountabilities typically include ERP data entry and reporting activities as originator; applying internal procedures and tracking systems for correspondence and documents; verifying work is completed in accordance with IFAD standards and within established deadlines; monitoring work progress and priority cases; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes.

3. OFFICE SUPPORT: Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor's signature; and may make informal translations of correspondence.

4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Competencies

•  Strategic thinking and organizational development: Personal influence
•  Demonstrating Leadership : Personal leadership and attitude to change eIaZdoI C0zk6F
•  Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
•  Focusing on clients: Focuses on clients
•  Problem solving and decision making: Demonstrates sound problem solving and decision making ability
•  Managing time, resources and information: Manages own time, information and resources effectively
•  Team Work: Contributes effectively to the team
•  Communicating and negotiating: Communicates effectively: creates understanding between self and others
•  Building relationships and partnerships: Builds and maintains effective working relationships

Required Skills and Experience

Education:

•  High school certificate with areas of focus - accounting, business administration, economics, finance, or related areas

Experience:

•  At least three (3) years of progressively responsible experience in secretarial and administrative support.
•  Qualifying work experience in supporting office administration, communication and information management, resource planning and output monitoring. Experience with Inter

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

APPLY