UN Coordination Associate, Addis Ababa, Ethiopia

Background

The Resident Coordinator System encompasses all organizations of the UN System dealing with operational activities for development, regardless of their formal presence in the country. As the designated Representative of the UN Secretary-General and team leader of the UN Country Team (UNCT), the UN Resident Coordinator (UNRC), in consultation with the UNCT, assumes overall responsibility for, and coordination of, the development activities carried out by the UN at country level.

In Ethiopia, the UNCT is composed of representatives of more than 26 resident and non-resident UN funds and programmes and specialised agencies. In addition, a number of agencies perform regional and sub-regional responsibilities, including liaison to the African Union. Hence, the composition of the UNCT reflects a diverse and rich array of mandates, including those that are highly operational as well as those that undertake liaison activities.

The UNCT assists the Ethiopian Government in achieving its development priorities, through the provision of strategic support to important national processes, such as the Growth and Transformation Plan (GTP) and the Millennium Development Goals (MDGs).

Since 2008, the UN system in Ethiopia has undertaken important steps towards the implementation of the Delivering as One UN Reform agenda, searching for new ways to work better and more efficiently, as one UN system.

Under the guidance and direct supervision of the UN Coordination Specialist, Head of the Resident Coordinator Office (RCO), the UN Coordination Associate provides administrative support to the execution of services in the UN RCO, ensuring high quality, accuracy and consistency of work. The UN Coordination Associate works in close collaboration with other members of the RCO to enhance the exchange of information, and support the efficient delivery of results.

Duties and Responsibilities

1. Provides administrative and coordination support services, as an RCO staff member:

• Facilitation of information sharing between UNCT and the RCO.
• Follows up on deadlines, commitments made, actions taken and collection of information related to diverse coordination products and/or requirements (One80 assessment, interagency surveys, etc).
• Maintains filing system ensuring safekeeping of official documents and minutes of the UNCT and IAPT.
• Attends meetings of the UNCT and IAPT and drafts minutes of the meetings on time, and undertakes all necessary revisions.
• Keeps the mailing list of UNCT members updated.
• Handles the RC email account.
• Provides technical and logistical support to visiting missions as requested.
• Provides technical and logistical support for the organization of workshops and events, particularly for the annual UNCT retreat; and all other inter-agency events throughout the year.
• Keeps records and log sheets of utilization of RCO assets.

2. Provides assistance for the preparation and implementation of the RC Work Plan focusing on the achievement of the following results:

• Supports the preparation of inputs to the RC Work Plan/ reports.
• Proper control of the supporting documents for payments from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities.
• Review of the RC funds expenditures and reporting to the direct supervisor. Preparation of required budget revision drafts.
• Upon delegation of responsibility, preparation of vouchers and requisitions in Atlas, entering vendors information.

3. Provides effective communication support to the RCO focusing on the achievement of the following results:

• Facilitates information flow in the office, follows up on circulation files.
• In close consultation with the communication specialist and the UN Communication Group, supports the revision and update of information related to RC system activities to be posted on the UNCT website

4. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Identification of sources of information related to coordination. Identification and synthesis of best practices and lessons learnt directly linked to national priorities and UNDAF alignment.
• Provision of referral services for agencies without field representation to access national institutions and processes and for national partners to access the expertise of agencies without field representation.
• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings to UN staff on coordination issues.

Competencies

Corporate Competencies:

• Demonstrates commitment to UN mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Development and Operational Effectiveness

• Shares knowledge and experience from within and outside the UN country team; and learns/applies knowledge/experience shared by supervisor/other colleagues.
• Demonstrates a capacity to gather comprehensive information, evaluate this information accurately; and identify key issues that inform options put forward by RCO and decision-making by the RC/UNCT;
• Ability to perform a variety of standard tasks related to facilitation, including organizing meetings and workshops, reporting, drafting of correspondence, preparation of revisions, filing, provision of information and in doing so, maintain high levels of team productivity.
• Ability to provide input to business processes and where necessary, their adjustment for improved efficiency/effectiveness, and the implementation of new systems.

Coordination effectiveness

• Ability to prioritize support to Government counterparts, UN agencies, and other principal constituents.
• Ability to communicate sensitively across all constituents, including, where delegated, to senior Government officials; senior UNCT management, senior programming, and senior operations staff.
• Ability to complete tasks in a timely manner on a consistent basis to allow for a quick turn-around of coordination products and the prompt delivery of coordination services.

Leadership and Self-Management

• Focuses on results for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates strong oral and written communication skills.
• Remains calm, in control and good humored even under pressure.
• Demonstrates openness to change and ability to manage complexities.
• Solicits feedback from staff about the impact of his/her own behavior.

Required Skills and Experience

Education:

Secondary Education; Bachelor Degree in Economics, Social Sciences, International Relations, Political Sciences or a related field.

Experience:

6 years of progressively responsible administrative and programme experience at the national or international level. Research experience will be an added advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems is required.

Language Requirements:

Proficiency in English (oral and written) and the national language of the duty station

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.