Antecedentes

Under the overall guidance and supervision of the Senior Procurement Advisor, the Administrative Associate of the Procurement and Supply Management team of the GF partnership cluster, assists in the overall management of administrative services, administers and executes processes and transactions 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 other Procurement and Supply Management team staff and under daily supervision of the procurement advisor in Copenhagen. The work involves working with procurement staff of Country Offices and the Long Term Agreements (LTA) contract holders to exchange information and to ensure consistent service delivery for implementation of Global Fund grants managed by UNDP.

Deberes y responsabilidades

Summary of Key Functions:

• Implementation of operational strategies;
• Efficient Administrative Support;
• Support procurement processes and monitoring of these processes;
• Support to administrative and financial control;
• Supports management of the Procurement and Supply Management team;
• 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 (with particular emphasis on UNDP rules and regulations related to Global Fund grants implementation);
• Provision of inputs to the Procurement and Supply Management team and GF administrative business processes and implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective administrative support, and procurement process support and monitoring , focusing on achievement of the following results:

• Assistance with travel arrangements; Performing buyer role in Atlas for preparation of POs for travel and other administrative expenses (requisitions);
• Assistance with organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals and their preliminary evaluation;
• Review of price comparisons of commercial LTAs contract holders managed by SAT;
• Close monitoring of Commercial LTA contracts (adherence to Country Offices and contract holders to contractual terms) and regular reporting to the Director of PSO;
• Follow-up on deliveries of and payment to commercial LTA contract holders;
• Regular review of Standard Operating Procedures for these contracts;
• Input and additional verification of submissions to CAP and ACP;
• Support with protocol matters, visas, registration of staff, coordination with local authority on space and other administrative matters;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

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

• Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
• 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 and assist in follow up of audit recommendations.

Support Management of the Procurement and Supply Management team:

• Substantive input on the regular work planning of units and action points agreed on assist the monitoring of these action plans;
• Preparation of regular meeting reports and results-oriented work plan for the administrative support;
• Recording and circulation of planning workshop discussions and decisions;
• Support PSM team relationships by acting as liaison with external partners (UNICEF, UNFPA, commercial partners, academic institutions, international organizations, etc.);
• Support  the follow-up,review and consolidation of procurement plans from the UNDP Country Offices acting as Principal Recipients of the Global Fund grants.

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

• Involvement in training activities and briefing of Country Offices on use of LTAs;
• Contributions to knowledge networks and communities of practice and updating the information from the PSM team;
• Review of information posted on knowledge networks;
• Briefing of staff members on issues relating to area of work.

 The key results have an impact on the efficiency of the unit.  Accurate analysis and presentation of information strengthens the capacity and accountability of the office and facilitates subsequent action by the supervisor.  Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencias

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;
• UNDP Procurement Certification programme.

Habilidades y experiencia requeridas

Education:

• Secondary education required;
• Certificate in Administration desirable;
• University Degree in Business, Social Sciences or Public Administration desirable, but it is not a requirement.
• UNDP CIPS2 Certification would be a definite advantage

Experience:

• At least 6 years of relevant experience in administration or programme support services is required; Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems;
• Prior experience with UNDP administrative management and procurement related to Global Fund would be a major asset;
• Good drafting and analytical skills would be an additional asset.

Language:

• Fluency in oral and written English is required;
• Other languages as French and Russian are assets.

Important:

All applicants are requested to upload a duly completed and signed copy of the Personal History Form (P11 for UNDP) in English, which serves as the equivalent of the CV.    Applications submitted without attaching the signed P11 will not be considered.  Please note that it is possible to upload only one document file in PDF per application.