UNDP Jobs - 62083- Administrative Associate

Administrative Associate

Location :

Nairobi, KENYA

Type of Contract :

FTA Local

Starting Date :

01-Feb-2016

Application Deadline :

09-Dec-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

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 of the Deputy Country Director (Operations) and direct supervision of the Administration Analyst in Mogadishu, the Administrative Associate – Head of GASS will have Overall oversight of the functioning of GASS, including provision of registry and pouch services, travel and transportation arrangement services, protocol support services, assets inventory, storage and physical verification, country office administrative agreements and MOUs management, event management.

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

Summary of Key Functions:

Implementation of operational strategies;
Provision of effective and efficient administrative support services;
Support to supply and assets management;
Support to travel management processes for CO, projects and other UN Agencies;
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;
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
Preparation of administrative team results-oriented work plans;
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 registry and general services, telephone operator/receptionist, etc.;
Coordination and supervision of shipments and customs clearance, travel, events management, transportation services and insurance, space management, and procurement of supplies;
Participation in administrative surveys and presentation of thoroughly researched information for planning of financial resources for administrative services;
Support with protocol matters, registration of staff, coordination with local authorities on space and other administrative issues;
Submission of information on administrative services provided for cost-recovery;
Preparing the Procurement Action Plan for administrative budget.

Provides control to proper inventory 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 physical verification of inventory items;
Coordination of the provision of reliable and quality office supplies;
Coordination of the disposal procedures of assets reached the useful lifespan and also damaged or stolen assets according UNDP Rules and Regulations;
Ensure periodic revaluation of inventory stock.

Supports travel management processes for CO projects and UN Agencies focusing on achievement of the following results:

Processing of Purchase orders for travel in Atlas ensuring budget availability;
Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
Follow-up with contracted travel agents to ensure provision of high quality professional services and most competitive prices;
Provision of information to staff on travel including entitlements, travel routes and hotel arrangements;
Arrangement for airport pick-ups for high-level officials;
Reconciliation of settlements to be paid by the Finance Unit;
Performance of Buyer roles in Atlas and preparation of POs for travel activities.

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

Organization of trainings for the operations/projects staff on administrative issues;
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 strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

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.

Functional Competencies:

Building Strategic Partnerships;
Promoting Organizational Learning and Knowledge Sharing;
Researches best practices and poses new, more effective ways of doing things;
Job Knowledge/Technical Expertise;
Promoting Organizational Change and Development;
Design and Implementation of Management Systems;
Client Orientation;
Promoting Accountability and Results-Based Management.

Required Skills and Experience

Education:

Completion of Secondary education;
Certification in administration desirable;
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;
UNDP Procurement Certification programme is desirable.

Language:

Fluency in oral and written English;
Somali will be an asset.