Background Under the overall guidance and supervision of the Chief Security Adviser (CSA) or the Field Security Coordination Officer (FSCO)/ or Designated Supervisor by (CSA); the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate works in close collaboration with the (Chief) Security Adviser (CSA), UNDSS Staff, UNDP and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities Summary of Key Functions:
Implementation of operational strategies Administration of budgets and cost-recovery strategies Efficient Accounting and administrative support Country Office Cash Managements Support to supply and assets management Support to administrative and financial control Support to common services Coordination of Registry and Receptionist functions Support to knowledge building and knowledge sharing 1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UNDSS /UNDP rules, regulations, policies and strategies. Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Preparation of administrative team results-oriented workplans. 2. Ensures efficient administrative support , focusing on achievement of the following results:
Organization and coordination of shipments and customs clearance Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses. Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. Organization of workshops, conferences, retreats Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services. Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters. Supervision of cleaning services. Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report. Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. 3. Provides support to proper supply and assets management, focusing on achievement of the following result:
Coordination of assets management, timely preparation and submission of periodic inventory reports. Coordination of the provision of reliable and quality office supplies 4. Ensures proper common services focusing on achievement of the following result:
Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform. 5. Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:
Provision of efficient general reception and information services. Provision of reliable registry services. 6. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Training of staff on the administrative procedures Briefing/debriefing of staff members on issues relating to area of work Sound contributions to knowledge networks and communities of practice. Competencies Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems Client Orientation
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Eduacational Qualification:
B.A./B.Sc. Degree or College Diploma in Business Administration or related field.
Work Experience:
One year of relevant experience with B.A./B.Sc. Degree or four years with College Diploma;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.;
Experience in handling of web-based management systems.
Language:
Proficiency in English and local language of the duty station.
Disclaimer 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.
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