Administrative Associate - UNDP

 Education:
    Secondary education.  Certification in administration desirable. University Degree is desirable.

Experience:
    6 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Summary of Key Functions:

    Implementation of operational strategies;
    Efficient administrative support;
    Support to supply office maintenance and assets management;
    Support to administrative and financial control;
    Support to common services and back up to the security focal point;
    Coordination of Registry, Travel and Receptionist functions;
    Support to knowledge building and knowledge sharing;

Ensures implementation of operational strategies, focusing on achievement of the following results:

    Full compliance of administrative activities with UN/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.

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.

Provides support to proper supply and assets management, focusing on achievement of the following result:

    Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports.
    Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

    Maintenance of administrative control records such as commitments and expenditures.
    Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
    Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
    Coordination of common premises/services cost-recovery arrangements.
    Proper control of supporting documents of funds and activities.
    Provision of the information for the audit.

Application Deadline :    29-Mar-14

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