Background
Under the overall guidance and supervision of the Head of Inter-Agency Unit (IAU), the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, 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 Country Office (CO), other UN agencies staff, and government counterparts to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:- Implementation of operational strategies
- Provision of effective and efficient administrative support services
- Effective administrative control in the office
- Proper common services
- Support to knowledge building and knowledge sharing
- 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.
- 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.
- 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 other administrative matters.
- Submission of information on administrative services provided for cost-recovery bills
- Implementation of the control mechanism for administrative services, maintenance of administrative control records.
- Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; approval 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.
- Review of travel authorizations and documentation
- Assistance in the preparation of budget, audit and other reports.
- Provision of researched information, reports for audit exercises.
- 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.
- 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 CO knowledge management, global knowledge networks and communities of practice.
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies
Corporate Competencies:- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
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
- Ability to perform a wide 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
- 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
Required Skills and Experience
Education:- Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.
- 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.
- Fluency in the UN and national language of the duty station (English and Vietnamese).