Background

Organizational Context

Under the overall guidance and supervision of the Administrative Analyst, 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.

Duties and Responsibilities

Functions / Key Results Expected:

Summary of Key Functions: 

• Implementation of operational strategies;
• Efficient administrative support to Field offices and Pillars;
• Efficient support to supply and effective assets management of Field offices and Pillars;
• Effective administrative control of Field offices and Pillars;
• 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, Field Offices and Pillars 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 of Field offices and Pillars in the country;
• 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:

• Efficient and proper assets management in the Field offices and Pillars, timely preparation and submission of periodic inventory reports;
• Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative control in the field offices and Pillars, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures;
• Proper control and maintenance of supporting documents;
• Provision of the information for the audit.

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;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Competencies and Critical Success Factors:

Functional 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.

Required Skills and Experience

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

• 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 Requirements:

• Fluency in the UN and national language of the duty station.