Background

Under the guidance and supervision of the Outreach Adviser, the Administrative Associate supports the outreach unit on matters financial, administrative and human resource related, and secretarial. The Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

Duties and Responsibilities

1.  Provides effective support to management and budget of the Outreach unit activities in particular:

• Prepares required budget revisions, Presentation of information for audit of UNOPS and DEX projects, supports implementation of audit recommendations.
• Maintains Outreach unit filing system of project related documents;
• Reviews DEX and UNOPS projects financial reports; preparation of vouchers.
• Maintains of an internal expenditures control system; vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
• Takes timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creates requisitions in Atlas, register of goods receipt in Atlas.
• Makes budget check for requisitions, POs and vouchers.
• Prepares journal entries (JV) in Atlas to reflect revenues for the sale of Human Development Reports to the regional, liaison and country offices;
• Creates POs in ATLAS if required
• Presents information on the status of financial resources as required;
• Analyses of information on donors, preparation of donor’s profile.

2.  Provides administrative/secretarial support to the Outreach Unit, in particular:

• Provides routine administrative/secretarial support to the Outreach Unit– ensure appropriate background materials are provided in regular operations and in preparation for missions, meetings and appointments; assist in the preparation of official correspondence including letters, invitations, etc. in accordance with appropriate style and format;
• Provides planning and administrative support to the production and translation coordinator in the preparation and transmittal of materials to external service providers. Assist in liaison with external service providers.
• Provides planning and logistical support in the preparation of conferences, meetings, seminars and special events organized by the Outreach Team, such as HDR launch, meetings with UN agencies; special expert meetings or workshops, as well as briefings to university students. This entails, in addition to others, identifying and reserving appropriate space, arranging catering, technical support for presentations, draft invitations, prepare packets of materials/shipments to accompany HDRO speakers to events, preparing and staffing table displays for distribution of material, follow-up with speakers or panelists on arrangements and plans for their participation, etc;
• Prepares all necessary travel arrangements for supervisors and other members of the team, as well as invited external participants of meetings and events, which entails direct coordination with UNOPS, Travel Section, Visa Section and American Express, and initiate follow-up action to expedite such travel or troubleshoot any problems; for DEX projects to process travel arrangements in ATLAS
• Maintains a filing system and keep records, electronic and hard copy of relevant materials such as correspondence, travel arrangements, materials for meetings, procurement estimates and costs, and consultant related files;
• Organizes Outreach briefings to country offices and CO (tele/video conferences) on pre/post launch-specific topics, e.g. launch strategies, distribution of specific materials, etc
• Reviews and prioritizes all incoming correspondence, e-mail and phone messages for a supervisor, and initiate appropriate actions to be taken;
• Screens applications for consultancies and internships if requested; organizing panel interviews and preparing interview reports if required;
• In accordance with UNDP rules and regulations follows up on contracts for consultants and vendors in collaboration with supervisors on any outreach products developed by HDRO including website new content, CD-ROM, audiovisual material, and to ensure timely payment;

3.  Administrative and secretarial support to the procurement and management of HDR production, translation and distribution services. Ensures implementation of operational strategies to distribute Human Development Reports and other HDRO material, in particular:

• Handles the distribution of HDR reports and summaries, CD ROM, videos, posters and other special publications to Country Offices, depository libraries, universities, individuals and other institutions, including key contacts for outreach; this includes drafting transmittal letters,
• Timely responds to routine requests for HDR reports and other HDRO material or information; at launch time, work with Director’s assistant to ensure timely distribution of reports and summaries;
• Oversees the work of the outreach interns and distribution clerk and consultants function as a mentor with regards to office management and operations;
• Monitors/manages publication inventory, liaise with HDR and summary printers to respond to office’s needs and ongoing requests for HDRO material in a timely fashion; ensure that HDRO reception area displays of material are kept up to date and replenished with material as needed;

4.  Contributes to and maintains HDRO calendar and stakeholder database; feeds material in the HDRO website

• Maintains stakeholder database; identifies potential stakeholders
• Maintains readily accessible contact database
• Produces lists/reports of stakeholder groups
• Guided by the Web Content Specialist inputs material to the HDRO website 5.Dissemination of HDRO materials, including HDRs and related materials. General outreach liaison and Outreach database management
• Implements print and electronic dissemination strategies of all HDRO material; translate lessons into improved actions;
• Liaises with HDRO publishers on copyright permissions receive from the general public;
• Prepares for invoicing of HDR printers and publishers;
• Follows through on various production jobs (including offset printing, arrangement of translations) and assess quality outputs according to specified technical requirements;
• Responds to public queries directed to HDRO through the Web Content Specialist and/or direct to professional staff as appropriate Use of official work time for self-learning; Provide any other administrative/financial support to HDRO as necessary for the office.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Knowledge Management and Learning • Shares knowledge and experience
• Actively works towards continuing personal learning acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized activities related to administration and financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting.
• Compliance with financial rules and regulations
• Strong IT skills, including web based management skills Leadership and Self-Management
• Focuses on result for the client and responds constructively to feedback and differing points of view Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change

Required Skills and Experience

Education:

• Secondary Education with specialized certification in Administration or Finance.
• University Degree in Business, Public Administration or Publishing would be desirable.

Experience:

• 6 years of progressively responsible administration/finance experience is required at the national or international level.
• Proficiency in excel, word, web-based management and good general computer skills is required.
• Advance knowledge of database packages and ATLAS a real plus

Language Requirements:

• Fluency in English – written as well as oral.
• Proficiency in other UN language is a plus.