UNDP Jobs - 64937- Administrative Associate

Administrative Associate - (Open to Syrian Nationals Only)

Location :

Damascus, SYRIAN ARAB REPUBLIC

Type of Contract :

FTA Local

Starting Date :

01-May-2016

Application Deadline :

31-Mar-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

Languages Required :

Arabic 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 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

Summary of Key Functions:

Implementation of operational strategies;
Efficient administrative support;
Support to supply and assets management;
Coordination of Registry and Receptionist functions;
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 administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Preparation of administrative team results-oriented work plans.

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 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.

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.

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services;
Provision of reliable registry services.

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

Functional Competencies:

Building Strategic Partnerships;
Promoting Organizational Learning and Knowledge Sharing;
Job Knowledge/Technical Expertise;
Promoting Organizational Change and Development;
Design and Implementation of Management Systems;
Client Orientation;
Promoting Accountability and Results-Based Management.

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.

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 Requirements:

Fluency in Arabic and English.