Background
- Capacity of key democratic institutions (EMBs, CRC, RPP, etc.) enhanced to support and promote legal and institutional reform in the context of the on-going constitutional reform process and beyond;
- Capacity of the EMBs to conduct credible elections enhanced through strategic, technical and operational support and improved EMB engagement with stakeholders (i.e. political parties, CSOs, and the media) to foster a democratic environment;
- Inclusive participation in elections and politics enhanced through the empowerment of women, youth and PWDs; and
- National peace infrastructure enhanced to mitigate and prevent election-related conflicts.
Duties and Responsibilities
- Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
- Provision of inputs to the mapping and implementation of internal standard operating procedures (SOPs) for the project’s administrative business processes;
- Preparation of administrative team results-oriented workplans.
- Coordination of travel arrangements;
- Organization of initial stages of procurement processes;
- Supporting 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 office cleaning services;
- Coordination of project transportation, 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.
- Responsible for daily assets management in the project, timely preparation and submission of periodic inventory reports. Immediate reporting of loss or damage of assets to project management;
- Coordination of the provision of reliable and quality office supplies; stock control, re-ordering, secure storage of supplies.
- 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.
- Proper control of supporting documents of funds and activities;
- Provision of information for project audit;
- Timely follow up with CO on payments due to suppliers.
- Provision of efficient general reception and information services; supports control access to the project office.
- Provision of reliable registry services. Establishes and maintains a centralized filing system/archive for the project, and inducts staff in its usage.
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;
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;
- Informed and transparent decision making;
- Creating synergies through self-control.
Required Skills and Experience
- Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable.
- 5 years of relevant experience in administration or programme support service, ideally some with a UN agency;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling web-based management systems, ideally ATLAS/PeopleSoft.
- Written and spoken fluency in English and Kiswahili.