Background

The Office of Audit and Investigations (OAI) reports to the Administrator and is responsible for internal audit and investigations services to UNDP and its affiliated entities. OAI provides independent, objective assurance on the effectiveness of risk management and the effectiveness and adequacy of internal controls. As part of its assurance work, OAI also supports the annual audit exercise of non-governmental/national implementation projects (NGO/NIM projects) in some 150 countries where UNDP operates and reviews and analyses the resulting audit reports submitted by audit firms and government audit institutions.

OAI has a decentralized organizational structure with the Directorate, the Investigations Section, the Headquarters Audit Section, Special Assignments Section and other units located at Headquarters and five Regional Audit Centers (RAC) located in the regions covered by UNDP. The Regional Audit Centre for East and Southern Africa (RAC-ESA) is headed by a Chief and is staffed with six professional staff and one Audit and Administrative Associate. The RAC-ESA is responsible for a portfolio of offices and programmes located in 23 countries in the region.

Under the overall guidance and supervision of the RAC Chief, the Audit Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work, and provides efficient support to the internal audit activity and may participate in audit assignments. The

Audit Administrative Associate promotes a client, quality and results-oriented approach. He/she ensures effective and efficient support to the RAC in achieving results, full confidentiality in all aspects of assignment, implementation and maintenance of established administrative and audit-related standard operating procedures, management of information flow, and follow-up on deadlines and commitments made. He/she may take routine decisions on administrative matters based on clearly established authority and guidelines. The Audit Administrative Associate works in close collaboration with the audit staff at RAC, other OAI staff and staff at the local duty station to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Provides efficient administrative support, in conformity with standard operating procedures, focusing on achieving the following results:

• Draft routine correspondence, interoffice circulars, general briefing notes, documents,reports, and minutes of meetings;
  
• Organization and maintenance of a proper (automated) filing system ensuring safekeeping of confidential materials;
• Prompt exchange of information and follow up on deadlines, commitments made, actions taken with OAI units and with other UNDP offices;
• Preparation of periodic RAC activity reports for submission to OAI management (time sheets, budget and expenditures, audit activity reports, Asset and inventory lists, etc.);
• Other administrative support tasks, as requested by the Chief, RAC or the Operations Specialist.

Provides efficient operations support, in conformity with policies and procedures and standard operating                     procedures and in close coordination with the OAI Operations Specialist, focusing on achieving the following results:

• Travel administration: arrangement of flight bookings, daily subsistence allowances, visa applications and other travel-related requirements.  Perform a Buyer’s role in Atlas for travel-related transactions;
• IT support:  maintenance of IT equipment and software; troubleshoot IT-related problems, or collaborate with the OAI Information Management Associate or the UNDP CO IT focal point on IT-related matters;
• Maintenance of accurate and up-to-date list of RAC’s assets and provision of information to OAI HQ;
• Procurement administration:  Preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, preliminary evaluation and timely submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement. Preparation of purchase orders or vouchers and/or receipts; vendor profiles, monitor invoices, follow-up on delivery of goods and services.  Perform a Buyer’s role in Atlas for procurement-related transactions;
• Financial administration:  Provide support in the preparation and monitoring of the annual budget. Proper control of supporting documents of funds and activities. Administration of the petty cash fund, if applicable;
• Personnel administration: Prompt recording and maintenance of attendance and leave reports.

Provides efficient audit support, in conformity with standard operating procedures, focusing on achieving the following results:

• Prepare audit notifications and other planning documents;
• Review, proofread and finalize draft and final audit reports and NGO/NIM Review Letters in terms of desktop publishing, layout and format;
• Maintain audit information on the audit management system (GRC); the Comprehensive Audit and Recommendations Database System (CARDS); and the NGO/NIM audit tracking system, ensuring data are up-to-date and accurate;
• Extract and compile data from Atlas, GRC, CARDS and other sources for quarterly progress reports, annual risk assessment exercise, half yearly desk review of status of implementation of audit recommendations, NGO/NIM audit exercise, etc.;
• Perform ad-hoc tasks and data/information extraction as requested by the Chief for correspondence with country offices and headquarters.

On occasions and as appropriate, participates in audit assignments, in conformity with the International Standards for the Professional Practice of Internal Auditing and standard operating procedures, focusing on achieving the following results:

Audit planning:

• Extract reports from ATLAS and other UNDP internal resources; analyze data using ACL, Excel, etc. for sample selection. Coordinate with Country Offices on data provided for audit fieldwork, including for NGO/NIM annual audit exercise.

Audit fieldwork:

• Carry out audit test in operations area under close supervision of team leader or another Audit/Programme Specialists.  Provide support in data collection, analysis, and compilation. Review and report on the accuracy, timeliness and relevance of the information gathered;
• Use of audit software to record the observations;
• Participate in meetings with client (CO management/staff) if required;
• Prepare write up of main issues for the exit meeting presentation for review of team leader;
•  As a part of a team, carry out multiple tasks as requested by team leader and RAC Chief;
  
• Audit reporting: Provision of support in finalizing working papers using audit software. Compile oral and written information on issues arising during audit fieldwork for audit reports. 

Supports knowledge building and knowledge sharing in the OAI, focusing on achieving the following results:

• Implementation of his/her personal learning and training development plan, maintaining professional advancements through self-study, and/or attending professional development training•    Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to the ongoing development of professional practices within OAI and corporate knowledge networks and communities of practice;
  
• Performs other duties that may be assigned by the Chief, RAC.

Competencies

Corporate Competencies:

• Demonstrate commitment to UNDP’s mission, vision and values; and commitment to professional standards and code of ethics of the Institute of Internal Auditors (IIA);
  
• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  

Functional Competencies:

Knowledge Management and Learning:

• Share knowledge and experience;
• Actively work towards continuing personal learning and development in one or more practice areas, act on learning plan and applies newly acquired skills.  

Development and Operational Effectiveness:

• Ability to administer and execute administrative processes and transactions and various specialized activities related to human resources, administration, finance, and audit;
• Ability to extract, interpret, analyze data and resolve operational problems;
  
• Ability to perform work of confidential nature and handle a large volume of work;
  
• Good knowledge of administrative rules and regulations;
• Ability to use and apply technical processes or tools such as Advanced Microsoft Office (Outlook, Word, Access, Excel, PowerPoint), electronic working paper software and tracking systems; and advanced data base software applications; and Atlas;
• Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems;
  
• Write and speak clearly, concisely and effectively.

Self-Management:

• Focus on result for the client and responds positively to feedback;
• Consistently approach work with energy and a positive, constructive attitude;
• Remain calm, in control and good humored even under pressure;
• Demonstrate openness to change and ability to manage complexities.
  

Required Skills and Experience

Education:

• Completion of secondary education;
• University Degree, preferably in Business or Public Administration, is desirable but not a requirement.
• Certification in administration desirable;
• UNDP Procurement Certification is recommended;
• Certification as Certified Internal Auditor (CIA) is an advantage.

Experience:

• A minimum of 6 years of relevant experience in administration or programme support service;
• Extensive experience in the usage of computers and Microsoft Office packages;
• Experience in using of web-based management systems.

Language:

• Fluency in oral and written English;
• Fluency in the national language of the duty station and any other UN official language(s) is an asset.