Administrative Associate - (ICS-6)



Advertised on behalf of :

Location : Tirana, ALBANIA
Application Deadline :08-May-16 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Expected Duration of Assignment :1 (one) year with possibility of extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts,

Under the guidance and oversight of the Albania Country Office (CO) Operations Manager, the Administrative Associate supports the office operations by providing general administration and operations support, organizing procurement processes, administratively support Human resources processes, and providing organization support to trainings, workshops and other events. S/he works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.


Duties and Responsibilities

1 - Provide general administration and operations support to the Albania CO in compliance with UN Women rules, regulations, policies, and strategies

  • Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents;
  • Provide administrative support to conferences, workshops, retreats;
  • Process DSA, travel agencies and other administrative surveys;
  • Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
  • Perform a Buyer role in Atlas and prepare Purchase Orders for travel activities;
  • Provide administrative support to maintenance of premises and common services.

2 - Organize procurement processes in compliance with UN Women rules, regulations, policies, and strategies

  • Provide inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
  • Generate procurement related reports; research and draft responses to enquiries for clearance by the Operations Manager;
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
  • Organize procurement activities and processes, including preparation and conduct of Request for Quotation, Invitation to Bid or Request for Proposal, the opening and evaluation of tenders;
  • Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
  • Prepare Purchase Orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, create vendor profiles in Atlas;
  • Review procurement processes conducted by projects; submissions to the Local Acquisition Management Review Committee (LAMRC), and Acquisition Management Review Committee (AMRC);
  • Take timely corrective actions on Purchase Orders with errors (e.g. POs with budget errors, match exceptions, unapproved POs).

3 - Provide administrative support to the implementation of Human Resources services in accordance with UN Women rules, regulations, policies, and strategies

  • Create vacancy announcements and organize interview panels;
  • Maintain staffing lists and reports;
  • Assume overall responsibility for attendance and leave management monitoring;
  • Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
  • Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

4 - Provide administrative support to knowledge building and knowledge sharing

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
  • Compilation of lessons learnt and best practices in Procurement and Administration.

Impact of Results

The key results have an impact on the overall effectiveness of the administrative services and operational strategies. Accurate analysis and presentation of information, duly organized administrative processes ensure client satisfaction and overall timely delivery of UN Women programmes and projects.

  • Adherence to UN Women rules and regulations;

  • Timely and quality support to the Representative;

  • Timely and quality procurement and human resource administrative services;

  • Timely organization of events, travel requests and reports

  • Provide timely and quality advice to clients.

 


Competencies

CORE VALUES / GUIDING PRINCIPLES

  • Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

  • Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

  • Ethics and Values: Demonstrate and safeguard ethics and integrity

  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment

  • Development and Innovation: Take charge of self-development and take initiative

  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication

  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others

  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge

  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making

     

FUNCTIONAL COMPETENCIES

  • Ability to administer and execute administrative processes and transactions;

  • Ability to extract, interpret, analyze data and resolve operational problems;

  • Ability to perform work of confidential nature and handle a large volume of work ;

  • Ability to support a team and team building skills;

  • Good knowledge of administrative rules and regulations;

  • Strong IT skills;

  • Focuses on result for the client and responds positively to feedback;

  • Ability to handle web-based management systems

  • Attention to detail;

  • Strong knowledge of office software packages;

  • Strong organizational and planning skills;

  • Ability to work well under pressure, and to meet deadlines.


Required Skills and Experience

Education:

  • Secondary education. Undergraduate degree in Business Administration or related fields is desirable.

Experience:

  • 6 years of experience working in administration, procurement, HR, or logistic support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc)

Language Requirements:

  • Fluency in English is required. Knowledge of official national language essential.

Application Procedure:

Qualified candidates are requested to apply online via the UNDP Albania Jobs website: http://www.al.undp.org/content/albania/en/home/operations/jobs.html Applications should contain:

  • Cover letter stating your interest in and qualifications for the advertised position. Please paste the letter into the "Resume and Motivation" section of the online application.
  • Completed and signed Personal History Form for Fixed Term Appointments (FTAs) - http://www.unwomen.org/en/about-us/employment

Please make sure you have provided all requested documents.

How to Submit the Application

To submit your application online, please follow the following steps:

  • Download and complete the UN Personal History Form (P11) for Fixed Term Appointments (FTAs);
  • Merge your UN Personal History Form (P11) for For Fixed Term Appointments (FTAs) and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
  • Click on the Job Title (job vacancy announcement);
  • Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
  • Upload your application/single file as indicated above with the merged documents (underlined above);
  • You will receive an automatic response to your email confirming receipt of your application by the system



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