ADMINISTRATIVE ASSOCIATE - RBLAC

Location : New York, UNITED STATES OF AMERICA
Application Deadline :09-Jan-12
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English   Spanish  
Duration of Initial Contract :1 year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Under the overall guidance and supervision of the Administrative Specialist, 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 Bureau’s staff, Country Offices and other UN agencies staff to exchange information and ensure consistent service delivery.
 

Duties and Responsibilities

Summary of key functions:
  • Implementation of operational strategies
  • Efficient administrative support
  • Support to procurement and assets management
  • Support to administrative and financial control
  • Support to the Bureau’s staff attendance
  • Coordination of Registry
 
1.     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 Bureau’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
 2.    Ensures efficient administrative support , focusing on achievement of the following results:
  • Performing a Buyer role in Atlas for preparation of POs for administrative expenses.
  • Prepares payments related to the Corporate purchasing card ensuring supporting documentation is attached.
  • Create ATLAS financial reports as needed.
  • Coordination of staff meetings, workshops, conferences, RRs and DRRs meetings, retreats, other events and trainings including compiling participants list and drafting of logistics notes.
  • Organize and coordinate internal and external meetings and events including reservations of meeting rooms, etc.
  • Set up and maintain the Administrative Unit’s filing system, both hard-copy and computer-based ensuring proper indexing of correspondence and reports, as well as safekeeping of confidential materials; archiving.
  • Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, equipment, furniture or other necessary services and supplies.
  • Assist the Operations Manager in any renovations of the premises when required.
  • Prepare telephone requests for telephone services
  • Collect personal telephone calls checks paid by staff and forwards them to UNDP’s Office of Finance.
  • Maintain and update Bureau’s contact lists in an accurate and reliable manner.
  • Updates the Bureau’s Continuity Plan when required by Supervisor reflecting change of personnel, etc.  
3.   Provides Procurement and assets management support,  focusing on achievement of the following result:
  • Prepare Individual Contract (IC) recruitment form and ascertain that necessary supporting documents are accurate, completed and up to date. Maintain confidentiality.
  • Record ICs expiration dates, anticipate extensions and process extension request forms as appropriate.
  • Develop, implement and maintain an IC payment tracking system to ensure efficient payment process.
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Ensure procurement requirements for the Bureau are met and comply with rules and regulations including timely preparation and submission of required documentation and financial forms.
  • Maintains and updates office supplies inventory; orders, receives and inspects the goods; preparing the needed requisitions, conducting necessary request for quotations or request for proposals; tracks the status of orders in process.
  • Assist in the preparation of the physical inventory based on corporate guidelines.
  • Maintain records on assets management and prepares reports for the Bureau.  
4.     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.
  • Enter timely budget revisions in the ATLAS system as needed in collaboration and guidance of the Operations Manager or the Chief of Finance.
  • Proper control of supporting documents.
  • Provision of the information for the audit.  

5.    Responsible for the Bureau’s staff attendance, focusing on the achievements of the following results:

  • Maintains attendance records for RBLAC staff, based on the information provided by each sub-unit.
  • Inputs RBLAC staff member records in ATLAS to ensure proper reflection of annual leave, etc. 
6.     Coordinates implementation of Registry, focusing on achievement of the following results:
  • Provision of reliable registry services.
  • Receives and reviews in detail all incoming correspondence address to the Directorate to determine what action should be taken and by whom.
  • Act as focal point for the Bureau DHL and UPS courier services.

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
  • UNDP Procurement Certification programme
 

Required Skills and Experience

Education:

  • Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement

Experience:

  • Minimum 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.

Language:

  • Fluency in English and Spanish.

Click here for important information for US Permanent Residents ('Green Card' holders).
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.