UNDP Jobs - 107309- Administrative Associate (only open to candidates

Administrative Associate (only open to candidates who have working right in USA)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

01-Jul-2022

Application Deadline :

23-Jun-22 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

4 months with possible for extension

Languages Required :

English

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 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.

OAI has a decentralized organizational structure, with the Directorate, Investigations Section, Headquarters Audit Section and Special Assignments Section located at Headquarters and five Regional Audit Centres (RAC) located in the regions covered by UNDP.

Under the supervision of the Deputy Director (Audit), the Operations Support Unit is responsible for providing operational support to senior management and all functional sections and units based in OAI offices in New York as well as selected operational services to the Regional Audit Centers. The Operations Support Unit is headed by an Operations Manager who is supported by an IT Associate and an Administrative Associate.

Duties and Responsibilities

Under the guidance and supervision of the Operations Manager, the Administrative Associate provides functional support to OAI in the area of administration, procurement, finance and human resources managerment.

The Administrative Associate is required to provide operations-related supports to OAI which include the following:

1.Human Resource management supports :

Playing the role of OAI’s focal point for recruitments in order to work directly with OHR Recruitment Unitfor recruitment of OAI post, including (i) coordinates with the hiring manager for JD development; JD classification and development of Recruitment Strategy; (ii) coordinate with the hiring manager and OHR for short-lising process/panel and interview panel
Maintains updated Job descriptions for newly recruited staff;

2. Financial management support:

Prepares monthly expenditures reports;
Reviews payment requests, entering vendor profile, Requisition/PO/vouchers in Atlas, GLJEs, following up on payment process; informing clients on payment process;
Reviews (as the need arises), pending payments, travel-related payments etc.;
Administers the OAI corporate credit card; accurately maintains logbook, prepares report for management’s approval; proceed payment for corporate card in timely manner.

3.Procurement supports:

Admisters full procurement process for HQ-based audit units including reviewing procurement requests /TOR; initiates procurement procedure including advertising in UN procurement websites; supports the solicitation process; prepares purchase orders in Atlas; prepares contract and informs hiring unit for implementation of the contract.

4.Administrative supports:

Prepares and dispatches mail via couriers – FedEx, DHL (check for process on restricted countries procedure).
Performs other tasks as assigned by the Operations Specialist

Competencies

Technical and Professionalism:

Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations.
Ability to apply technical processes or tools such as Advanced Microsoft Office (Outlook, Work, Access, Excel, PowerPoint), electronic working paper software and tracking systems; and advanced database software applications; and ERP PeopleSoft system
Planning and Organizing:
Ability to plan work; manage conflicting priorities and work under pressure of tight and conflicting deadlines;
Ability to pay attention to details.

Communication:
Excellent oral and written communication skills;
Write and speak clearly, concisely and effectively.

Teamwork:
Excellent interpersonal skills and ability to establish and maintain effective professional relationships in a multi-cultural environment and respects diversity;
Positive and constructive attitude.

Client orientation:
Focus on result for client and responds positively to feedback;
Meet timeline for delivery of products or services to client.

Required Skills and Experience

Education:

Secondary education or first level university degree, preferable in business administration or in finance.

Experience:

A minimum of 3 years of relevant experience in office administration and finance management;
Faminilarity with UN/ UNDP policies; procedures; web-based systement for resources planning is strongly desirable;
Advanced level knowledge of Microsoft Office applications is required

Language: English is required.