[HN] Cơ Hội Nghề Nghiệp Tại Tổ Chức UN Office Asia & The Pacific 2017 (Hạn cuối: 01/02)

Administration Assistant

Under the overall guidance of the GOUNH Facility Manager and the direct supervision of the Contracts Associate, the Administrative Assistant provides reliable administration and support services within the GOUNH Common Services (CS) team.

The Administrative Assistant demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Summary of key functions:

  • Responsible for Stationaries and Consumeables;
  • Responsible for filing and support to Asset Management including maintenance;
  • Provides administrative support to GOUNH CS;
  • Issues Keys and maintaining certified Key Plan;
  • Compiles data and metrics on water and electricity for submission to Vietnam Green Building Council (VGBC) in compliance with LOTUS certification pathway.

1. Responsible for Stationaries and Consumables focusing on achievement of the following results:

  • Ensures stationeries and consumables are timely procured;
  • Monitors consumption of stationeries and consumables;
  • Ensures stationeries and consumables are distributed timely;
  • Maintenance of files and records relevant to stationeries and consumables.

2. Provides support to assets management, focusing on achievement of the following results:

  • Collection of information on assets management, maintenance of records and files on assets management;
  • Maintenance of files and records relevant to Facility and Asset maintenance;

3. Responsible for administrative support to the GOUNH Common Servcies team, focusing on achievement of the following results:

  • Supports the CS Team with admin support on maintenance of records and files;
  • Raises requisitions, prepare reports and similar roles in Atlas;

4. Responsible for issuing Keys and maintaining the certified Key Plan, focusing on achievement of the following results:

  • Focal point for Access Card and key issuance within the GOUNH;
  • Keeps record of key access and status of key system.

5.   Responsible for compiling required data and metrics on water and electricity for submission to VGBC in compliance with LOTUS certification pathway, focusing on achievement of the following results:

  • Compiles data and metrics required for VGBC submissions.

6. Any others tasks as instructed by the Contracts Associate

Operational effectiveness

  • Ability to perform a variety of repetitive and routine tasks and duties related to Help Desk
  • Ability to review data, identify and adjust discrepancies
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities

Managing data

  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing documents, correspondence and reports

  • Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
  • Shows sound grasp of grammar, spelling and structure in the required language
  • Ensures correspondence, reports and documents comply with established UN standards
  • Ability to produce accurate and well documented records conforming to the required standard

Planning, organizing and multi-tasking

  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Education:

  • Minimum Secondary Education.

Experience:

  • Minimum 4 years of relevant work experience.
  • Technical (mechanical and/or electrical) experience from Facility Management is an advantage.
  • Experience using facility management software (like Honeywell) and/or service management software is an advantage.
  • Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language Requirements:

  • Fluency in English and Vietnamese

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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.

Contract Duration: 6 months

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“Re-advertisement” – Partnership Specialist CO MSU

Purpose – Deepen and expand UNDP’s coherent and coordinated approach to fostering partnerships. Carry out outreach and engagement activities; reinforce external communication, policy advocacy and partnership activities.

Reporting structure and partners – reports directly to the Country Director.  Collaborates with civil society, private sector, strengthens partnership with government and develops new partnership with emerging partners.

The One UN Strategic Plan (2017-2021) provides for the UN to support Viet Nam as a lower-middle income country on a rapid growth trajectory to embark on a more inclusive and equitable human development agenda, in support of achievement of the Sustainable Development Goals by 2030. In this context, UNDP along with other UN agencies is making the transition from a role predominantly as a donor to a development partner and its new business model builds on a combination of policy advisory technical assistance and value-adding services. UNDP works as a connector, facilitator of knowledge and partnerships to deliver transformational development results at scale.

As part of this orientation, the Country Office will strengthen its focus on partnerships with multiple stakeholders. This will include deepening its partnership with Government; expanding collaboration with civil society; exploring new forms of partnership with the private sector; and developing new and innovative partnerships together with existing and emerging partners.

Under the direct supervision of the Country Director, working closely with the Deputy Country Director as well as programme and operations staff, the Partnerships Specialist will work to deepen and expand UNDP’s coherent and coordinated approach to fostering partnerships. The Partnership Specialist will play a key role in outreach and engagement activities; reinforcing external communication, policy advocacy and partnership activities that help to generate effective partnerships; promoting new avenues and pipeline creation, and monitoring the effective implementation of strategic partnership frameworks. Within the context of the UN agencies Delivering as One in Viet Nam, the Partnerships Specialist will also support UNDP’s visibility and joint UN partnership and resource mobilization activities and collaborate with staff of other UN agencies.

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.

·         Identify partnership priorities as input to the design and development CO strategies and support the alignment with country programme development objectives;

·         Contribute to the development of joint UN resource mobilization policies, programmes, and initiatives

·         Set and monitor CO partnership priorities, goals, and key performance indicators (KPIs) in line with the CO partnership and resource mobilization strategies;

·         Coordinate resource mobilization efforts across programme teams and ensure a coordinated approach to pipeline management/monitoring;

·         Assist programme staff with the preparation of high quality briefing notes and concept notes to support partnership and resource mobilization engagements;

·         Substantively contribute to the development of CO Strategic Results Frameworks;

·         Keep abreast of innovations in partnership building and resource mobilization, corporately as well as outside UNDP, and keep track on changes in corporate agreements with donors;

·         Liaise with HQ and regional units to facilitate prompt advancement of various resource mobilization and partnership related activities, e.g. legal agreements and donor reporting

2. Coordinate the creation and strengthening of key partnerships that contribute to UNDP CO’s mission, mandate, and achievement of development results, including securing resource commitments through:

·         Contribute to the framing and oversight of strategic partnership framework/s

·         Continuous analysis of the external partnership environment to identify and advise senior management on viable new, innovative partnership opportunities for UNDP;

·         Thorough analysis of priorities of potential partners and their strategic interests (intelligence and research), with a view to identify priorities of common interest

·         Participate and represent UNDP in key partnership meetings to explore new opportunities, as requested

·         Identify ways in which existing partnerships can be expanded to new thematic areas;

·         Maintain a tracking database of donor contributions monitoring key indicators and delivery on CO’s commitment

·         Advise Senior Management on relationships with development partners and recommend courses of action to strengthen relationships.

·         Support, as needed, the conceptualization of partnerships as a component within programme delivery (e.g. fostering of multi-stakeholder platforms in projects)

3. Facilitate partnership/resource mobilization capacity-building and knowledge-sharing in the CO through:

·         Advise country office staff on advocacy strategies and methods for proactive and strategic targeting of partners and facilitate direct engagement with intended partners;

·         Facilitate partnership and resource mobilization training to program staff and managers including the development of tools and products, as needed;

·         Assess needs and organize training at CO and projects on corporate requirements for resource mobilization (third party cost-sharing agreement, government cost-sharing agreement, TF agreement, and standard agreements with UN Agencies, donor reporting requirements etc)

·         Advise on engagement with civil societies, private sector and non-traditional partners to mobilise technical and financial resources.

4. Ensure that CO’s engagement with partners and agreements entered into are in line with the UNDP Programme and Operations Policy and Procedures (POPP), meet quality expectations, and support UNDP’s achievement of the Strategic Plan through:

·         Support the identification of appropriate partnership strategies to leverage UNDP’s offer and effect a gradual transition of the business plan

·         Monitor progress of key partnerships as well as emerging issues that could affect the country’s partnerships and resource contributions (risk management);

·         Alert Senior Management of risks and issues, as appropriate; troubleshoot risks and issues, wherever possible;

·         Support country office in engaging with partners through performing quality assurance of communications, project concepts, etc;

·         Support other activities to nurture healthy stakeholder partnerships as needed.

5. Contribute to UNDP visibility and advocacy initiatives through:

·         Contribute to strategic external communication such as Op-Eds, blogs and speeches

·         Organise events to strengthen the quality and quantity of partnerships;

·         Support the mainstreaming of partnership perspectives in external communication.

1. Core

  • Innovation

Ability to make new and useful ideas work

  • Leadership

Ability to persuade others to follow

  • People Management

Ability to improve performance and satisfaction

  • Communication

Ability to listen, adapt, persuade and transform

  • Delivery

Ability to get things done

2. Technical/Functional

3. Primary

  • Partnerships   

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships

  • Coordination provider-recipient          

Ability to manage complex relationships through pathways of knowledge exchange, capacity development, funding relationships and strategic engagement

  • Stakeholders management      

Ability to manage multiple stakeholders and balance often contradictory expectations, building and maintaining relationships

  • Strategic Planning      

Ability to make decisions that align with strategy, vision, and mission

  • Innovation outreach and partnerships 

Ability to communicate within and at large, participate in peer communities and engage substantively

4. Secondary

  • Knowledge Management

Ability to efficiently handle and share information and knowledge

  • Substantive Networking          

Ability to substantively engage and foster networks with academia, research institutions, and think tanks

  • Relationship Management       

Ability to engage with other parties and forge productive working relationships

 

Education:

  • Advanced University Degree in international relations, economics, political or social sciences, or any development related field.

Experience:

  • A minimum of 5 years of relevant experience on partnership building or resource mobilization in the context of development cooperation and/or a field related to UNDP’s work (social inclusion and poverty eradication, climate change and environment, governance and participation).
  • Excellent writing skills and strong oral presentation skills
  • Experience in strategy development and donor and UN partnerships/public relations; Networking, advocacy, lobbying, and/or sales experience; Private sector and NGO experience preferred

Language Requirements

  • Fluency in English and Vietnamese

Other:

  • Experience with computer applications and office software packages, experience in handling of-web based management systems.

 

Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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.

Contract Duration: 1 Year with possibility for extension

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