Background

Under the overall guidance and supervision of the Deputy Country Director - Operations and in collaboration with Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office (CO), 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.

Duties and Responsibilities

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Support to the CO administrative business processes mapping and elaboration of  the internal standard operating procedures (SOPs);
• Preparation of administrative team results-oriented workplans;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

• Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, transport and assets;
• Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services, fleet management and insurance, office space and building management, procurement of supplies management;
• Presentation of thoroughly researched information for planning of financial resources for administrative services and management of related budgets;
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
• Submission of information on administrative services provided for cost-recovery bills;
• Supervision of arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Verification of vehicle daily log and gas consumption, update and maintenance of vehicle history report.

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Coordination of the provision of reliable and quality office supplies, through transparent procurement and supply management processes;
• Support to organization of procurement processes including preparation of  ITBs or RFPs documents, receipt of Purchase Orders, bids or proposals, their preliminary evaluation;
• Provide support for contract management.

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;  
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Review of travel authorizations, documentation, payments and logistical support documents;
• Approve Purchase Requisitions and Budget check in Atlas for Operational COA’s;
• Assistance in the preparation of budget, audit  and other reports;
• Provision of researched information, reports for audit exercises.

• Organization of training for the operations/projects staff on administration;
• Briefing to staff members on general administrative matters; provision of advice and administrative support;
• Sound contributions to knowledge networks and communities of practice.

• Management of the Deputy Country Director Operation’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
• Efficient and discreet management of  the DCDO’s schedules; 
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
• Use of automated office management system.

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Deputy Country Director Operations;
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Administration of travel, meetings, appointments and briefings of Deputy Country Director Operations. Including drafting of background notes;
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers;
• Support to organization of Operations events if required.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information.

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

• 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;
• Identifies new and better approaches to work processes and incorporates same in own work;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

• Documents ‘best practices’ in organizational change and development within and outside the UN system; 
• Demonstrates ability to identify problems and proposes solutions.

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems.

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management system;
• Prepares timely inputs to reports;
• Maintains databases.

• 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. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

• Secondary education;
• Certification in Administration;
• University Degree in Business or Public Administration desirable, but it is not a requirement.

• 7 years of relevant experience in administration or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems.

Language Requirements:

• Fluency in English and national language of the duty station.