Programme Title: Consumer Society and Citizen Networks

Post Title: Administrative assistant

Duration: 2008 with possibility of extension

Post Level: Full time

Duty Station: Kyiv

1. Background

The Consumer Society and Citizen Networks project (CSCN) is a joint initiative of the European Union and UNDP started in 2006. Its goal is to increase civil society role in sound economic governance in Ukraine according to the European standards. Specifically CSCN aims at promoting access of citizens to information on product safety, consumer rights protection, and to results of independent testing, as well as promoting wide public discussion of challenges facing the consumer society in Ukraine.

The project will achieve this by contributing to emergence in Ukraine of a knowledgeable consumer. CSCN works in three interrelated spheres: (1) knowledge transfer, spreading European practices of independent testing and product safety awareness; (2) providing citizens with access to consumer / economic empowerment information; (3) access to consumer education; and (4) capacity building of the judiciary.

Knowledge transfer

The project promotes twinning between European and Ukrainian civil society organizations to help Ukrainian consumer CSOs benefit from experience of their European counterparts; develops and tests methodologies for consumer satisfaction measurement that are common in Europe; promotes transfer to Ukraine of European independent testing practices. Besides, the project actively discusses consumer-friendly business practices, designs and runs surveys on a wide range of consumer-related issues and shares their results with Ukrainian civil society and relevant public agencies.

Improved access to consumer information

The project maintains the Consumer Portal, one of the most reliable sources of consumer information in the Ukrainian Internet to provide Ukrainian consumer with up-to-date information on quality and safety of goods and services available on the Ukrainian market. Portal gives practical consumer advice, and disseminates information about organizations, both state and non-governmental, where consumers can go for help. CSCN also runs a nationwide consumer awareness campaign, fuels public debate on food safety and nutrition, holds monthly seminars for journalists, publishes and disseminates brochures and leaflets on various consumer issues. In addition, the project develops a mission and strategy for a consumer information centre.

Development of consumer education

The project, in close cooperation with the Ministry of Education of Ukraine, has successfully developed concepts of consumer education for secondary schools and Universities. The project works on detailed syllabus for consumer education courses and on making them part of regular curricula. Besides, CSCN plans holding trainings for trainers to make consumer education more readily available to younger Ukrainians.

Capacity building of the judiciary

The project develops a tip library and guidebook covering class actions and facilitates information exchange between lawyers working for consumer civil society organizations; analyses, consolidates and disseminates information on court practices related to consumer cases; prepares and disseminates brochures on best consumer advocacy practices; develops a handbook for judges hearing and ruling consumer cases.

The overall project objective is to increase civil society role in sound economic governance in Ukraine according to the European standards. Specifically CSCN aims at promoting access of citizens to information on product safety, consumer rights protection, and to results of independent testing, as well as promoting wide public discussion of challenges facing the consumer society in Ukraine.

One of the main CSCN project objectives is to establish a new sustainable CSO – consultative, information, resource and training centre, both physical and on-line, for citizens, other consumer protection CSOs, entrepreneurs and public administration bodies.

Consumer Initiatives Center (CIC) would be a newly established CSO with the status of local charitable organization that was created within the framework of “Consumer Society and Citizen Networks” project. CIC mission is to provide Ukrainian consumers with reliable information and support in order to protect their interests and rights in line with the main principles of European consumer strategy.

Main range of activities of CIC as foreseen by CSCN project framework are:

- Sustainable consultative, information resource both physical and on-line, for citizens, other consumer protection CSOs, entrepreneurs and public administration bodies.

- Active in the following areas: development and maintenance of Web resource; independent testing of products, delivery of training to various categories of audiences, implementation of information campaigns on consumer issues

• To support the Local Expert on civil society management in his/her scope of activities on establishment of the sustainable civil society organization
• A network of a selected major institutional partners both in Ukraine and abroad to be identified, able to collaborate on policy initiatives, events, studies, advisory services and various forms of other activities.
• Administrative sustainability of CIC to be ensured through development and implementation of organizational administrative policies, financial and other necessary procedures.

4. Activities

In order to obtain those Outputs the Administrative Assitant should perform activities as follows:

Ø Organizes external communications including a) sending outgoing and receiving incoming correspondence, b) managing fax, telephone and e-mail communication, c) managing and updating mailing lists. Ensure the e-mail system is used to the maximum – thus all documentation should be sent by e-mail if appropriate. Maintains follow-up system, informs and reminds other team members of follow-up dates and deadlines for response or specific actions, supplying supporting materials as appropriate.

• Drafts correspondence and documents in consultation with the Local Expert on civil society management. Independently composes and finalizes correspondence of administrative nature. Revises office correspondence, reports, and documents for proper form and (non-technical) content. Types reports and other documents.
• Maintain productive contact with mass-media, prepare draft press-releases and other documents. Ensuring target distribution of information materials produced by other team members.
• Contributes to maintain the filing system of technical documents and correspondence. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required. Contributes to keep the document registry and regularly archives purged master files containing key documents for official record purposes.
• Takes notes at meetings and drafts minutes. Takes and transcribes from dictation, recordings and hand written drafts. Coordinates in-house work towards timely and quality progress reporting based on internal policies requirements.
• Responds to and acts on telephone enquiries in a timely manner. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for Local Expert on civil society management and organizes programs for visitors.
• Maintaining updated networks of potential CIC counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers. Organizing photos/materials related to the CIC activities.

Perform other functions/tasks when required.

It is expected that this assignment to be completed within 3 calendar months working with the CSCN Project team. Administrative Assistant will work for 3 calendar months under the UNDP Local Service Agreement terms and conditions.

Extension of the contract will be possible in the form of 1-year agreement of CIC Administrative Assistant with the same scope of activities

• Bachelor degree or equivalent
• Fluency in Ukrainian and Russian; English is a strong asset
• Knowledge of the consumer issues
• Relevant computer skills (MS Office: Word, Excel, Power Point; Internet)
• Secretarial/administrative training, or equivalent work-related experience, including typing and proven skills on standard office software at prescribed speeds; minute-taking or shorthand/dictation an asset
• Excellent communication skills

All interested candidates should complete the UN PERSONAL HISTORY FORM* (P-11) and submit it to e-mail address: vacancies@undp.org.ua with reference to “Administrative assistant — (Consumer Society)” in the subject line of the email. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued. Two letters of recommendation will be requested from short-listed candidates.

Please mention the minimal salary level expected in your application/CV.

DEADLINE FOR APPLICATIONS IS 20 October 2008