Antecedentes
Deberes y responsabilidades
- Implementation of operational strategies
- Efficient administrative support
- Support to procurement and assets management
- Support to administrative and financial control
- Support to the Bureau’s staff attendance
- Coordination of Registry
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the Bureau’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Performing a Buyer role in Atlas for preparation of POs for administrative expenses.
- Prepares payments related to the Corporate purchasing card ensuring supporting documentation is attached.
- Create ATLAS financial reports as needed.
- Coordination of staff meetings, workshops, conferences, RRs and DRRs meetings, retreats, other events and trainings including compiling participants list and drafting of logistics notes.
- Organize and coordinate internal and external meetings and events including reservations of meeting rooms, etc.
- Set up and maintain the Administrative Unit’s filing system, both hard-copy and computer-based ensuring proper indexing of correspondence and reports, as well as safekeeping of confidential materials; archiving.
- Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, equipment, furniture or other necessary services and supplies.
- Assist the Operations Manager in any renovations of the premises when required.
- Prepare telephone requests for telephone services
- Collect personal telephone calls checks paid by staff and forwards them to UNDP’s Office of Finance.
- Maintain and update Bureau’s contact lists in an accurate and reliable manner.
- Updates the Bureau’s Continuity Plan when required by Supervisor reflecting change of personnel, etc.
- Prepare Individual Contract (IC) recruitment form and ascertain that necessary supporting documents are accurate, completed and up to date. Maintain confidentiality.
- Record ICs expiration dates, anticipate extensions and process extension request forms as appropriate.
- Develop, implement and maintain an IC payment tracking system to ensure efficient payment process.
- Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
- Ensure procurement requirements for the Bureau are met and comply with rules and regulations including timely preparation and submission of required documentation and financial forms.
- Maintains and updates office supplies inventory; orders, receives and inspects the goods; preparing the needed requisitions, conducting necessary request for quotations or request for proposals; tracks the status of orders in process.
- Assist in the preparation of the physical inventory based on corporate guidelines.
- Maintain records on assets management and prepares reports for the Bureau.
- 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.
- Enter timely budget revisions in the ATLAS system as needed in collaboration and guidance of the Operations Manager or the Chief of Finance.
- Proper control of supporting documents.
- Provision of the information for the audit.
5. Responsible for the Bureau’s staff attendance, focusing on the achievements of the following results:
- Maintains attendance records for RBLAC staff, based on the information provided by each sub-unit.
- Inputs RBLAC staff member records in ATLAS to ensure proper reflection of annual leave, etc.
- Provision of reliable registry services.
- Receives and reviews in detail all incoming correspondence address to the Directorate to determine what action should be taken and by whom.
- Act as focal point for the Bureau DHL and UPS courier services.
Competencias
- Analyzes general information and selects materials in support of partnership building initiatives
- Researches best practices and poses new, more effective ways of doing things.
- Documents innovative strategies and new approaches
- 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
- Demonstrates ability to identify problems and proposes solutions
- 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
- 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
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- 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
- UNDP Procurement Certification programme
Habilidades y experiencia requeridas
Education:
- Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement
Experience:
- Minimum 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:
- Fluency in English and Spanish.