Background

Duties and Responsibilities

• 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

• 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).

• 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.  

• 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.  

• 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. 

• 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

• Analyzes general information and selects materials in support of partnership building initiatives

• Researches best practices and poses new, more effective ways of doing things.
• Documents innovative strategies and new approaches

• 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 

• Demonstrates ability to identify problems and proposes solutions 

• 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  

• 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  

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

• 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.