Antecedentes

Under the overall guidance and supervision of the Operations Manager and Deputy Country Director, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in large offices, 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.

Deberes y responsabilidades

General Administrative Management

• Supervise support staff engaged in the fields of general services, telephone operator/receptionists and office guards and ensures proper management of mail services, registry email, fax facilities, diplomatic pouches, archives and assists ICT manager in developing the information management plan in the office ensuring smooth and effective communication facilities;
• Coordinates shipments and customs exemptions and clearance processes, events management, office space management, and minor office procurement of supplies;
• Manages drivers, office and projects vehicles fleet and transportation services including timely renewal of registration and insurance and proper records of all vehicles;
• Ensure smooth facilities/premises administration, including the major and minor repair and maintenance of office furniture; renovation, painting and plumbing works etc. and ensures that a preventive maintenance plan for the premises is set up; ensures office leases are renewed and renegotiated in a good and timely manner;
• Supervises cleaning staff, production worker, technician and gardener and ensures that they provide efficient services.
• Controls stocks of supplies and stationery in stores, and the maintenance of records of receipts and deliveries ensuring the availability of sufficient stock for at least 2 months;
• Prepares and monitors unit workplans; ensures that performance assessments and reviews for unit staff are completed on time and follow-up on the implementation of any recommendations; collaborately determines staff individual performance and development plans;
• Proposes new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendation for follow up. Keep abreast and keep staff informed of changes in administrative rules, regulations, and procedures;
• Drafts correspondences of complex or sensitive nature; writes special reports, evaluations and justifications as required on general administrative or specialized tasks. Trains staff and counterparts on new administrative guidelines and procedures;
• Proposes and implements cost savings and cost recovery measures for support services to partners and clients provided by General Services and Travel Unit;
• Ensures effective and accurate CO inventory management and updated inventory records are maintained.
• Ensures timely and up to date CO assets management and timely preparation and submission of periodic inventory reports, supervision of physical verification of inventory items;
• Supervises the disposal, transfer or donation of equipment, furniture and vehicles;
• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
• Reviews, researches, verifies and reconciles a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
• Conducts proper inventory control; supervision of proper issuance of inventory items and supplies;
• Assists in the preparation of budget, audit and other reports when requested;
• Provides researched information, reports for audit exercises as necessary.

Travel Management

• Ensures provisions of most competitive travel itineraries and least cost fares in accordance with UNDP travel rules and regulations;
• Ensures issuance and delivery of tickets in a timely manner on confirmed sectors (including    reservation of seats);
• Works closely with other UN agencies to have corporate agreements with all major airlines;
• Ensures accurate, completed and timely Daily Subsistence Allowances (DSA) calculation in accordance with travel itinerary and UNDP rules and regulations;
• Provides airport transport services for all international arrivals and departures including, as necessary, protocol formalities such as VIP lounge opening for high level missions, welcoming travelers at the airport, and clearing them through Immigration and Customs;
• Arranges hotel and car rental reservations for official visiting missions or newly arrived international staff and negotiates best discount rates for such services;
• Arranges for timely issuance of entry visas for visiting missions and new international staff;
• Ensures timely issuance and renewal of residence permits for international staff;
• Maintains updated proper records of all visiting missions and international staff entry visas and residence permits;
• Advises on proper visa requirements and any other relevant travel information for staff travelling abroad on official business;
• Arranges for in country movement requests to obtain necessary security clearances by the local government authorities and follow up on obtaining UNDSS security clearances when required;
• Provides updated & regular information on country visa requirements, immigration clearance, and any government restrictions to all UNDP staff and incoming missions;
• Ensures that travel agents are providing full-fledged travel services to UNDP as well as they are applying privileges given to UNDP by different airlines;
• Investigates on any complaints from travelers and follows up on the recovery of lost baggage, if any;
• Ensures payment reconciliation of Travel Agents with Finance Unit on weekly basis and monitors and manages refunds on unutilized portions of tickets or for any cancellations;
• Performs any other duties as requested by management.

Competencias

Professionalism

• Knowledge of administrative, and travel policies and procedures;
• Ability to apply various UNDP administrative rules and regulations in work situations;
• Conceptual analytical and evaluative skills to conduct independent research and analysis;
• Ability to identify issues, formulate opinions, make conclusions and recommendations;
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Operational Skills

• Excellent liaison, interpersonal and general communications skills;
• Excellent administration and travel management skills;
• Training and or capacity building skills;
• Presentation skills.

Planning & Organizing

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments; adjusts priorities as required;
• Allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Uses time efficiently.

Accountability

• Takes ownership of all responsibilities and honors commitments;
• Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
• Operates in compliance with organizational regulations and rules;
• Supports subordinates, provides oversight and takes responsibility for delegated assignments;
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Communication

• Excellent oral and written communication skills;
• Positive and constructive attitude;
• Facilitate communication with all individuals regardless of gender, national and cultural background.

Teamwork

• Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respects diversity;
• Works collaboratively with colleagues and shares knowledge to achieve organizational objectives.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Client Orientation:

• Considers all those to whom services are provided to be 'clients' and seeks to see things from clients' point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Habilidades y experiencia requeridas

Education:

• Secondary School education;
• Bachelor degree in business administration, management, or accounting is desirable but not a requirement.

Experience:

• 7 years of progressively relevant administrative and travel experience is required;
• Seven years experience of administrative and travel experience;
• Specialized training in assets management and travel management systems will be an advantage;
• Experience in handling web-based systems;
• Excellent command of office suite applications (Word, Excel, Access, PowerPoint).

Language Requirements:

• Fluency in written and spoken English and Arabic is required.