Background

Under the overall guidance and supervision of the TICAD Programme adviser, 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 staff of RBA HQ, COs as well as other relevant bureaus of the headquarters 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
• Support to administrative and financial control
• Coordination of Registry and Receptionist functions

Support to knowledge sharing 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.
• Efficient financial management for projects, including project closing and cleaning-up.
• Coordination of services cost-recovery arrangement    

Proper control of supporting documents of funds and activities. Ensures efficient administrative support, focusing on achievement of the following results:

• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of procurement processes for the unit. Preparation of relevant POs.
• Organization of workshops, conferences, retreats.
• Coordination of DSA, travel agencies, and other administrative surveys.
• Support with protocol matters, registration of staff, coordination on space and other administrative matters.
• 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 unit, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies
  

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 administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) for RBA TICAD unit.
• Preparation of administrative team results-oriented workplans.
• Support and Provision of the information for audit exercise.
  

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

• Training of staff on the administrative procedures if necessary.
• 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 unit 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

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, Business, Finance or Public Administration highly desirable, but 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.). Fluency in handling of web-based management systems such as Atlas is essential.

Language Requirements:

• Fluency in English. Fluency in French is an asset.