Background

Organizational Context

The UNDP Executive Board has approved a new Strategic Plan covering the period 2014-2017 to help UNDP better respond to evolving development challenges by tailoring the services provided to countries within a context of unprecedented world transition. This adaptation through the realignment of Country Programmes requires transforming institutional effectiveness by improving management of financial and human resources in pursuit of results in a way which is sustainable within projected resource flows.

In order to achieve this aim, the Country Offices has gone through a Financial Sustainability and Effectiveness Exercise (FSE) to ensure that field offices have the required capacity to deliver Country Programmes for the next biennium 2014-2015.

The Administrative and Travel Assistant works in close collaboration within the Procurement and Support Services Team, The Operations, Programme and projects staff in the CO and other UN Agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions :

  • Implementation of Operational strategies;
  • Support to effective and efficient functioning of the Deputy Country Director/Operations and Operations Unit/administrative and logistical services;
  • Support to knowledge building and knowledge sharing on travel.

Ensure implementation of operational  strategies, focusing on achievement of following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
  • Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary;
  • Provision of inputs to preparation of administrative team results-oriented workplans.

Supports TRAVEL  management processes for Country Office, Projects and at the request of other Country Offices and UN Agencies focusing on achievement of the following results:

  • Processing of purchase orders for travel in Atlas. Ensure availability of budget according to  COA;
  • Processing of cost recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
  • Follow up with contracted travel agent to ensure provision of high quality professional service and
  • most competitive price;
  • Provision of information to the Staff on travel including entitlements, travel route and hotel Arrangement
  • Arrangement for Security Clearance when required;
  • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN visitors, ensuring that the travel arrangement  follow UN/UNDP rules of most direct route and most competitive prices;
  • Hotel reservations for visiting UN/UNDP officials;
  • Processing requests for visa for all UN travelers, as well as requests for Resident Permit and
  • Diplomatic Identification Card for International Staff;
  • Arrangement for airport pick up of high –level officials and support to expediting of customs and immigration procedures as necessary;
  • Preparation of routine correspondence, faxes, memoranda and report in accordance with CO SOP;
  • Reconciliation of settlement to be paid by Finance Unit.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services
  • Preparation of LTAs for travel and hotel services on behalf of UN Agencies (OMT/UNCT)

Ensures effective and efficient functioning of the Unit (DCD/O office/operations unit and administrative unit) focusing on achievement of the following results: 

  • Contacts with visitors and staff, arrangement of appointment and meetings, acting as interpreter when required and/or taking minutes;
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
  • Translation of simple correspondences, when needed;
  • Follow up of DCD/O missions and agenda;
  • Reception and verification of documents sent for DC/O signature.

Effectively support the circulation and dissemination of information to achieve results following:

  •  Filing records and confidential use of an electronic archiving system;
  • Coordinating the flow of information in the detailed operations and monitoring treatment folders;
  • Facilitate the exchange of information among UN agencies managers, Country office and Coordination Unit;
  • Sorting and selection of incoming-outgoing calls, letters and e-mails.

Support knowledge building and knowledge sharing in the CO, focus on achievement of the following results: 

Participation in the training for the operations/projects staff on Administration/Travel 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 presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies

Functional Competencies:

Building Strategic Partnerships

Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

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;
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • systems.

Client Orientation

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;
  • Responds to client needs promptly;

Promoting Accountability and Results-Based Management

Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems.

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.

Experience:

  • 5 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 (both written and spoken) French; and
  • Working knowledge in English.