Antecedentes
Under the overall guidance of the DCD(O) and the direct supervision of the Operations Analyst, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the office, 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.
Deberes y responsabilidades
Summary of Key Functions:
- Implementation of operational strategies;
- Provision of effective and efficient administrative support services;
- Supervision of the Administrative Services Team;
- Effective administrative and financial control in the office;
- Proper management of common services;
- Support to knowledge building and knowledge sharing.
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;
- 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.
Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
- Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.;
- Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
- Presentation of thoroughly researched information for planning of financial resources for administrative services.
- 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;
- Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
- 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; creation of vendor set-up information in Atlas;
- Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
- Proper inventory control; supervision of proper issuance of inventory items and supplies;
- Review of travel authorizations, documentation, payments;
- Assistance in the preparation of budget, audit and other reports;
- Provision of researched information, reports for audit exercises.
Ensures proper common services focusing on achievement of the following results:
- Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform;
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- 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.
Competencias
Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies
Knowledge Management and Learning:
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
- Ability to perform a vide range of varied, inter-related complex administrative services;
- Ability to extract, interpret and analyze data and resolve operational problems;
- Ability to work with minimum supervision;
- Ability to supervise and train support staff;
- Ability to plan and organize work;
- Good knowledge of administrative rules and regulations;
- Strong IT skills, knowledge of Atlas;
- Ability to provide input to business processes re-engineering, implementation of new systems.
Leadership and Self-Management:
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
UNDP Procurement certification programme.
Habilidades y experiencia requeridas
Education:
- High School Certificate;
- A University Degree in Business Management or Public Administrative is a distinct advantage but not a requirement.
Experience:
- 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.