Background

The UN Secretary-General has called for the first-ever World Humanitarian Summit (WHS) that will be held in 2016.  The summit will consolidate the findings of wide-ranging consultations on identified critical issues into a broadly shared roadmap for improvements in how the sector meets the needs of people in crisis. The summit process will share knowledge and best practices across regions, sectors and themes in order to find innovative ways to make humanitarian action more effective and inclusive. In order to provide operational support services for the summit preparations, UNDP, though the Bureau of Management, partnered with UNOCHA and a MoU was signed for this purpose.  A UNDP management project was also formulated, under which a WHS secretariat was established to support UNOCHA in this endeavor.  In addition, UNDP designated an Operations Manager to coordinate and oversee the delivery of UNDP’s operational support services to the WHS secretariat.  The Operational support services have been grouped under the following categories: human resources management; budget, finance and accounting; general administration; procurement of goods and services; resource mobilization / partnerships; and legal affairs.

Under the overall guidance and supervision of the WHS 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 UNDP Operations Team, WHS projects staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Functions / Key Results Expected

Summary of Key Functions:

  • Implementation of operational strategies;
  • Provision of effective and efficient administrative support services;
  • Support to supply and assets management;
  • Organization of logistical services;
  • Effective administrative and financial control in the office;
  • Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of Administrative and Travel activities with UN/UNDP rules, regulations, policies and strategies;
  • Support to the Unit administrative and travel business processes mapping and elaboration of  the internal standard operating procedures (SOPs);
  • Preparation of administrative team results-oriented workplans;
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

  • Coordination and supervision of support staff engaged in the fields of Travel, registry, general services, telephone operator/receptionist, etc.;
  • Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
  • Presentation of thoroughly researched information for planning of financial resources for administrative and travel services;
  • Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
  • Submission of information on administrative services provided for cost-recovery bills.

Provides support to proper supply and assets management, focusing on achievement of the following result:

  • Coordination of assets management in the Unit, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
  • Coordination of the provision of reliable and quality office supplies.

.   Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

  • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative and travel rules and regulations; creation of vendor set-up information in Atlas;
  • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Proper inventory control; supervision of proper issuance of inventory items and supplies;
  • Review of travel authorizations, documentation, payments;
  • Assistance in the preparation of budget, audit  and other reports;
  • Provision of researched information, reports for audit exercises.

Ensures organization of logistical services focusing on achievement of the following results:

  • Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; conference facilities arrangements;
  • Ensures availability of budget according to relevant COAs;
  • Processing of Purchase orders for travel in Atlas;
  • Timely conducted DSA, Travel Agencies, hotel and conference facilities related services;
  • Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
  • Closely work 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 arrangements, as required;
  • Arrangements for security clearance when required;
  • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
  • Processing requests for visas, and necessary Identification Card for international staff;
  • Processing of application and renewal of UNLP for UN staff;
  • Reconciliation of settlements to be paid by the Finance Unit.

Support knowledge building and knowledge sharing in the Unit, focusing on achievement of the following results:

  • Organization of training for the operations/projects staff on administration;
  • Briefing to staff members on general administrative matters; provision of advice and administrative support;
  • 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

Functional Competencies:             

Building Strategic Partnerships:

Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives;
  • Maintains databases of donor information.

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;
  • Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position (Administration and Travel);
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • 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

  • Documents ‘best practices’ in organizational change and development within and outside the UN system;
  • 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;
  • Maintains databases.

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

Experience:

  • 7 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 is required

Note: