UNDP Jobs - 65987- Administrative Associate

Administrative Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

16-May-2016

Application Deadline :

03-May-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

364 days

Languages Required :

English

Expected Duration of Assignment :

364 days

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

General Context:

Encompassing 45 countries, RBA is UNDP’s largest Regional Bureau, with almost one third of the countries in crisis or post-crisis situations. To help the Africa region overcome its development challenges, UNDP’s strategic goal in Africa is to develop the region’s capacity to promote pro-poor growth and accountability (CD-PGA), as a strategy for accelerating its progress towards achieving the SDGs. Achieving this strategic goal requires a refocusing of UNDP’s resources in the region on capacity development, and strengthening its own internal capacity in required substantive and managerial areas. RBA will achieve this goal by enhancing its standards of efficiency and accountability in a number of key functions including: i) innovative region-wide strategic thinking, advocacy and partnerships; ii) translation of corporate and RBA strategies and goals into successful capacity development results on the ground; iii) more strategic partnerships and support to UN reform; and iv) continuous upgrading and enhancement of in-house substantive and managerial effectiveness and accountability.

Specific Post Context:

Management Support Unit is one of the three units that make up RBA Headquarters. Headed by an Operations Advisor, its basic function is to support the overall coordination and operational support of the activities of the Regional Bureau of Africa. The purpose of this post is to ensure that the Bureau receives the immediate administrative and operational support in the areas of ICT, asset management and general administration. The Administrative Associate handles all issues dealing with first level ICT support and trouble-shooting, asset and inventory management, supports in asset and supplies acquisitions and disposal.

Duties and Responsibilities

Functions/Key Results Expected:

Level 1 ICT support to RBA users – trouble shooting, assistance with teleconferencing facilities, upgrades and repairs of RBA IT equipment. The function is coordinated by RBA ICT Specialist;
Support to procurement processes of RBA/HQ sourcing strategy using established administrative and financial (ATLAS) procedures;
Management, Control and disposal of RBA/HQ Assets in line with established UNDP policies and guidelines;
Control of RBA inventory, replenishment of supplies as required for need of the Bureau. Needs assessment and timely purchases of supplies to ensure uninterrupted functioning of RBA operations (stationary, paper, printing supplies etc). Preparation of quarterly inventory reports;
Other administrative tasks required by the MST.

Function 1: ICT Support entails the following key activities by the staff member:

Daily on-site support to RBA staff to make sure all ICT equipment is running smoothly and efficiently utilized. Incumbents provides basic trouble-shooting and fixing of problems as they arise;
Continuous control, monitoring and support of RBA teleconferencing facilities (two conference rooms plus virtual office space). The incumbent is required to establish connection and ensure online meetings are carried out efficiently and in uninterrupted manner; Provisioning and de-provision of email accounts following staff movements in RBA

Function 2: Support to RBA/HQ procurement processes and sourcing strategy using established administrative and financial (ATLAS) procedures;

Supports client-oriented procurement process of RBA assets in line with UNDP rules and procedures;
Coordinates with vendors to monitor delivery, resolves any issues;
Ensures any follow-up actions pertaining to sound management of RBA assets – warranty, maintenance and repairs;

Function 3 : Management, Control and Disposal of RBA/HQ Assets.

The incumbent acts as Assets Focal points for assets located on RBA premises and supports MST in their efficient management, control and disposal;
Applies UNDP rules and procedures to conduct periodic verification, transfer and disposal of assets.
Oversight of RBA office premises, coordination of maintenance, assistance with staff movement

Function 4: Managing RBA inventory and supplies

The incumbent monitors RBA supplies (paper, stationary, printing) to estimate the needs and replenishes them accordingly;
Handles RBA storage area assigned for supplies to ensure safety and security of items. Allocates to staff and units on demand;
Conducts quarterly inventory and prepares reports in line with UNDP procedures

Function 5: Other administrative functions required by MST

Assist in data collection and transformation required by MST for running RBA performance tools: Stream and Composite Performance Ranking;
Assist with credit card monitoring and support OM Specialist with monthly reconciliations;
Acts as leave monitor for the unit.

Expected results:

RBA staff is provided with reliable, modern and cost-effective ICT and office infrastructure to perform their functions successfully. UNDP assets are secured, controlled and managed in accordance with established regulations. RBA general administrative tasks are carried out effectively in support of the Bureau worklplan objectives and results.

Competencies

Corporate Competencies:

Demonstrated commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. The candidate selected will be required to take UNDP’s mandatory training on the UN Programme on the Prevention of Harassment, Sexual Harassment and Abuse of Authority within two months of assuming their functions in this position.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP practice areas;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets;
Demonstrate excellent verbal and written communication skills;
Sound knowledge of financial rules and regulations;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

Focuses on results for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates openness to change and ability to manage complexity.

Required Skills and Experience

Education:

Secondary Education with specialized training and/or extensive experience in ICT procurement.

Experience:

6 years of progressively responsible administrative experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), advanced knowledge of automated procurement systems, experience in handling of web based management systems;
Demonstrated client support skills and ability to handle multiple service requests efficiently

Language Requirements:

Proficiency in the English language is required.