UNDP Jobs - 52338- Administrative Associate

Administrative Associate

Location :

Port Moresby, PAPUA NEW GUINEA

Type of Contract :

FTA Local

Starting Date :

02-Feb-2015

Application Deadline :

31-Dec-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the overall guidance and supervision of the Operations Manager, 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 Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

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 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 and customs clearance;
Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
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 cleaning services;
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:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports;
Coordination of the provision of reliable and quality office supplies.

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;
Coordination of common premises/services cost-recovery arrangements;
Proper control of supporting documents of funds and activities;
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.

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;
Documents innovative strategies and new approaches.

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;
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:

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;
Provides inputs to the development of simple system components;
Makes recommendations related to work procedures and implementation of management 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;
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.

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.

Required Skills and Experience

Education:

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

Experience:

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 a national language of the duty station.