Summary of Key Functions:
-Implementation of operational strategies
- Efficient administrative support
-Support to supply and assets management
- Support to administrative and financial control
- Coordination of Events
- Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
-Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
-Preparation of administrative team results-oriented workplans.
2. Ensures efficient administrative support , focusing on achievement of the following results:
- Coordination of travel arrangements. Performing as Project Manager role in Atlas for approval of all travel requisitions.
- Organization of workshops, conferences, retreats
- Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
- Support with protocol matters and other administrative matters.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
3. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
-Maintenance of administrative control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor;
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Proper control of supporting documents of funds and activities.
- Provision of the information for the audit.
4. Provides support for Events, focusing on achievement of the following results:
- Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
5. Coordinates implementation of Receptionist functions, supervises Receptionist, focusing on achievement of the following results:
-Provision of efficient general reception and information services.
6. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
I. Training of staff on the administrative procedures
II. Briefing/debriefing of staff members on issues relating to area of work
III. Sound contributions to knowledge networks and communities of practice.
Impact of Results
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 supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
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