UNDP Jobs - 45174- Associate Administrative Officer

Associate Administrative Officer

Location :

Dar es Salaam, TANZANIA

Type of Contract :

UNV

Starting Date :

24-May-2014

Application Deadline :

07-Apr-14 (Midnight New York, USA)

Post Level :

UNV

Duration of Initial Contract :

1 Year

Languages Required :

Expected Duration of Assignment :

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

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.
In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.
In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

The UN Volunteer will play a key role in the establishment and maintaining of effective and efficient administrative operations of the Country Office interacting with the colleagues of different divisions and with the FAO and/or UNDP service operation centers. Provides leadership in the execution of administrative and logistical, ensuring timely management of the different operations such as overall physical management and maintenance of the IFAD office space including all security arrangements, the provision with IFAD funds for the procurement and/ payment of goods and services.

Host Agency: International Fund for Agricultural Development (IFAD), Country Office in Dar Es Salaam

The International Fund for Agricultural Development (IFAD), a specialized agency of the United Nations, established as an international financial institution in 1977 as one of the major. Since it was created in 1977, IFAD has focused exclusively on rural poverty reduction, working with poor rural populations in developing countries to eliminate poverty, hunger and malnutrition; raise their productivity and incomes; and improve the quality of their lives.

IFAD relies heavily on its country offices for enhancing its development effectiveness and achieving institutional efficiency. The Country office is the East Africa Hub and key for operational support of key cross cutting disciplines facilitating donor consultation and dialogue.

Under the guidance and direct supervision of the Country Director, the Associate Administrative Officer provides leadership in the execution of administrative support services for the IFAD Country office ensuring their effectiveness and efficiency.

Type of Assignment Place: Assignment with family

Duties and Responsibilities

Under the guidance and supervision of the Country Director, the UN Volunteer will undertake the following tasks:

A. Ensures proper common services organization focusing on achievement of the following results:
• Establish efficient and effective network system with UNDP and FAO relevant organizational units managing and coordinating activities and services;
• Proper planning and tracking of common services budget and of contributions to the common services account;
• Close collaboration with the Country UNDSS to ensure security of staff and premises, in particular, supports the implementation of MOSS/MORSS compliance, to ensure safe working conditions through adherence to security management also in the field;

B. Efficient administrative support and proper maintenance of Country Office, focusing on achievement of the following results:

• Execution of the activities in relation to the work plan;
• Maintenance of administrative control records such as commitments and expenditures;
• Supervision of support services from FAO and/or UNDP;
• Assist with the preparation of the annual budget and closing of accounts;
• Enabling protocol matters, registration of staff, coordination with local authority on space and other administrative matters. Ensure supporting documentation on shipments and customs clearance, tax exonerations;
• Proper management of office assets and facilities;
• Timely preparation and submission of periodic inventory reports;
• Coordination of the provision of reliable country office stationery and supplies for a proper organizational communication;

C. Ensure efficient supervision of transportation services on achievement of the following results:

• Coordination and supervision of driver ensuring proper management of driver’s schedule, efficient service, and calculation of overtime. Supervision of 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;

D. Ensures provision of efficient procurement support focusing on achievement of the following results:

• Processing of request of personal action for temporary human resources in line with FAO and/or UNDP policies and procedures, providing terms of reference, committing documents and ensure provision of contract;
• Processing organization of procurement requirements including preparation of required committing documents, receipts and payments;
• Compliance with corporate rules and regulations of the organization and UNDP/FAO, participating in the selection and evaluation of vendors, quality management and performance measurement;
• Oversight of procurement processes and logistical services in accordance with UNDP/FAO and IFAD rules and regulations, as applicable;

E. Office Management (front-desk services) focusing on achievement of the following results:

• Manage and input in the automated electronic systems related to the provision of administrative services (e.g: PeopleSoft, Lotus etc.); recommend improvements, updates and/or changes;
• Preparation of memos, letter and administrative information notes ensuring relevant IFAD Manual(s) sections and UNON’s policies were consulted;
• Monitoring of all visitors to the office; assistance to visitors by providing briefing, directions and accurate information;
• Management and planning of the front desk and office coverage;
• Coordinate meeting and workshop requirements;
• Provision of reliable registry and archiving services;

Furthermore, UN Volunteers are encouraged to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Output:

• 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 Office country director. Initiative is decisive for the achievements of the results and targets;
• Technical analysis of information and data, including database management, creating the foundation for decision-making and quality of services for office;
• Support to the country office’s reputation for capacity building of relations within the UN community
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Competencies

• Client-oriented service provider, empathetic and innovative who cultivates an environment of trust, collaboration and motivation with partners.

• Planner and organizer: Prioritizes activities, respects deadlines and handles urgent requests in order to enable staff to carry out the organizational mandate. Sense of responsibility, commitment, discretion.

• Team worker builder: establishes good working relations of openness and trust, supports and cares for others and understands team purposes. Ability to work independently under minimum supervision. Team spirit, courtesy and tact, initiative, motivation to learn.

• Negotiator and communicator: Effective communicator who portrays competence, professional rigour and discretion; problem solving attitude, clarifies situations by exploring others’ needs.

• Building relations and networking: Excellent partnership and public relations skills.; proven ability to effectively manage relationships both internal and external; excellent interpersonal skills and ability to establish and maintain effective working relationships in a multi-culture, multi-ethnic environment with sensitivity and respect for diversity .

• Model of Integrity, Trustworthy and Confident: Models codes of conduct and ethical principals, interacting in ways that engender trust and confidence in one’s intentions and those of the organization.

Required Skills and Experience

Education

• University Degree in business or public administration, social studies, humanities, international relations or any related field.
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Technical Requirements

• Ability to set out a coherent argument in presentations and group interactions and capacity to communicate fluently with different counterparts to build networks.
• Understanding of main processes and methods and best practice in relation to the duties
• Ability to use effectively Microsoft Office basic software packages (Word, Excel, Outlook and PowerPoint and Internet applications and information technology software as applicable to the duties assigned
• Writes clearly, succinctly and convincingly listens and communicates effectively to engage others.

Language requirements

• Full command of English is essential; Working knowledge of other IFAD official languages Arabic, French and/or Spanish is an asset.

Nationality Requirement:

Candidate must be Tanzanian as it is a National position.

Experience:

• At least two years’ relevant experience in administration or programme support service. Qualifying work experience in budget and accounting analysis would be an asset.