Background
Duties and Responsibilities
- Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements);
- Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Atlas to ensure proper asset management.
- Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects;
- Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements;
- Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Execute all necessary arrangements to ensure efficient office space allocation and all related services;
- Arrange and oversee building maintenance, movement and repair of furniture and other assets;
- Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
- Collect, verify and organize information required for formulation of project work plans and budgets;
- Coordinate and follow up the collection and submission of the budget proposals and financial reports of the implementing partners;
- Provide inputs for the preparation of cost-recovery bills in Atlas and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed;
- Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
- Presentation of information for audit of projects.
Support to the administration of procurement services:
- Review procurement request and initiate procurement procedures, administer receipt of quotations, bids or proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures;
- Prepare purchase orders and contracts in and outside Atlas and ensure timely dispatched of purchase orders.
Create and maintain vendor profiles in Atlas; - Perform buyer role in Atlas for goods and services;
- Timely corrective actions on POs with budget check errors and other problems;
- Process payment of contracts and agreements with the required support documentation and certifications;
- Provision of information for preparation of cost-recovery bills in Atlas as required.
- Participation in the organization of training for the office staff on programme and operations related issues;
- Contribute to the collection and sharing of best practices in program and financial services and administration to support training of administrative staff.
Competencies
- Analyzes general information and selects materials in support of partnership building initiatives;
- Promoting Organizational Learning and Knowledge Sharing.
- Researches best practices and poses new, more effective ways of doing things.
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
- 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;
- Demonstrates good knowledge of information technology and applies it in work assignments.
- Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems
Data gathering and implementation of management systems
- Uses information/databases/other management systems.
Client Orientation
- Reports to internal and external clients in a timely and appropriate fashion;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Responds to client needs promptly.
- Gathers and disseminates information on best practice in accountability and results-based management systems.
- 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.
Required Skills and Experience
Education:
- Secondary education;
- Certification in administration and/or procurement desirable;
- University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
- Minimum of 5 years of experience in administration is required, in a large corporation;
- UN experience is desirable;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
Language Requirements:
- Written and oral proficiency in English is required;
- Knowledge of the other UN working knowledge is desirable.
N.B. UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements.
QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.