Administrative Associate



Advertised on behalf of :

Location : Nairobi, KENYA
Application Deadline :17-Feb-18 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Apr-2018
Duration of Initial Contract :One Year

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.

Reporting to Operations Manager, the Administrative Associate works with and provides support to the members of the Operations and Programme Team in the development and implementation of effective operations and programmes consistent with UN Women rules and regulations.  S/he contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Administrative Associate works in close collaboration with the operations, programme and projects’ staff in the RO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.


Duties and Responsibilities

Provide administrative and logistical support to the formulation and management of programmes:

  • Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
  • Provide technical guidance to the RO and executing agencies on routine delivery and reporting of programme supported activities and finances;
  • Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
  • Review programme data from programmes/ projects for the RO website;
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

 

Provide administrative support to the financial management of the Operations and Programme Unit:

  • Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
  • Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
  • Review financial reports; prepare non-PO vouchers for development projects;
  • Process payment for consultants;
  • Maintain internal expenditures control system;
  • Create requisitions in Atlas for development projects; register good receipts in Atlas;
  • Assist in the preparation and follow up of cost-recovery bills in Atlas.

 

Provide administrative support to the Programme and Operations Unit:

  • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  • Make travel arrangements for the Operations and Programme Team, including travel requisitions and claims; 
  • Prepare public information materials and briefing packets; 
  • Assemble briefing materials and prepare power-point and other presentations.

 

Provide administrative support to Resource Mobilization:

  • Prepare cost-sharing and other agreements; follow up on contributions within the RO resource mobilization efforts;
  • Organize, compile and process information from donors, RO, Operations and programme team, as inputs to various databases and documents.

 

Facilitate knowledge building and knowledge sharing:

  • Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
  • Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

 

Key Performance Indicators:

  • Timely and accurate support to events, workshops, and missions;
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
  • Timely recording of overall operations and programme unit finances;
  • Timely and accurate tracking of data for CO management and donor purposes;
  • Quality maintenance of internal systems.

 


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

 

Functional Competencies:

  • Good knowledge of programme and operations management;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to create, edit and present information in clear and presentable formats;
  • Ability to manage data, documents, correspondence and reports information and workflow;
  • Strong financial and budgeting skills;
  • Strong IT skills.


Required Skills and Experience

Education and certification:             

  • Completion of secondary education required;
  • Bachelor’s degree in Business or Public Administration is an asset.

Experience:          

  • At least 6 years of progressively responsible experience in administration, operations management or programme management/support;
  • Experience in working in a computer environment using multiple office software packages;
  • Experience in the use of ATLAS is an asset;
  • Experience in supporting a team.

Language Requirements: 

  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset.


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.


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