Background

Under the guidance and direct supervision of Operations Manager, the Administrative Associate plays a key role in supporting the effective and efficient functioning of the Country Office, liaising with the relevant units as required for this purpose.  The Administrative Associate assists in the overall planning and implementation of budget, internal controls, business continuity planning and related administrative and UN common services.

The incumbent supports the Operations Manager in various management and administrative activities to streamline working arrangements and procedures, promoting a client, quality and results-oriented approach.

Duties and Responsibilities

Ensures the implementation of administrative and operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
• Support the Operations Manager with the implementation of operational plans and decisions, deadlines and required follow up actions;
• Organization of meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Supports the effective planning, Reporting and administration of budgets focusing on achievement of the following results:

•  Prepares the required financial and technical reports, including system reports, as required by, and under the guidance of, the operations Manager;
•  Prepares and maintains the DAS and OUDA budgets, under the supervision of the Country Director, including the corresponding budget revisions;
• Prepared consolidated office management financial information data for analysis and decision making by Management.

Provides support for effective administrative and financial controls in the office,  focusing on achievement of the following results:

• Acts as Argus focal point ensuring timely updates of staff profiles;
•  Performs the ‘send to commitment control’ function as delegated by the Country Director;
• Supports management in the review and strengthening of internal control systems and procedures;
• Supports the implementation of cost-recovery strategies;
• Supports audit exercises, namely, preparation of information, files, as well as any related support that might be required during the audit exercises.

Provides hands-on support to business continuity and security planning and preparations, focusing on achievement of the following result:

• Acts as focal point for business continuity:  coordinates the preparation and updates of business continuity plans, in collaboration with and with inputs from other units;
• Prepares the requisite reports and updates on staff and premises security, acting as focal point;
• Performs other related duties as requested by the supervisor.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:      

Building Strategic Partnerships:
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis

•  Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

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;
• 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.

Promoting Organizational Change and Development:
Presentation of information on best practices in organizational change

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

Client Orientation:
Maintains effective client relationships

• 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:
Gathering and disseminating information

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

Core Competencies:

• 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

Education:

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

Experience:

• 6 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::

• Fluency in English and Arabic.