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Administration

Administrative Associate Full-Time

Background

Under the overall guidance of the DCD-O and direct supervision of the Procurement Associate, the Administrative Associate 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 supervises a Driver/Clerk, providing overall guidance to additional Drivers, and works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Incumbent will approach work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks assigned by RR/RC, CD or supervisor/manager.

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of operational strategies;
  • Efficient administrative support;
  • Support to supply and assets management;
  • Support to administrative and financial control;
  • Support to common services;
  • Coordination of Registry and Receptionist functions;
  • Support to knowledge building and knowledge sharing.

1)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;
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Preparation of administrative team results-oriented workplans.

2) Ensures efficient administrative support focusing on achievement of the following results:

  • Organization and coordination of shipments and customs clearance;
  • Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders;
  • Organization of workshops, conferences, retreats;
  • Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services;
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
  • Supervision of cleaning services;
  • Coordination of transportation services, regular vehicle maintenance and insurance;
  • Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
  • Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report;
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

3)Ensures support to proper supply and assets management focusing on achievement of the following result:

  • Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports;
  • Coordination of the provision of reliable and quality office supplies;

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

  • Maintenance of administrative control records such as commitments and expenditures;
  • Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
  • Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
  • Coordination of common premises/services cost-recovery arrangements;
  • Proper control of supporting documents of funds and activities;
  • Provision of the information for the audit;

5)Ensures proper common services focusing on achievement of the following result:

  • Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

6)Coordinates implementation of Registry and Receptionist functions focusing on achievement of the following results:

  • Provision of efficient general reception and information services;
  • Provision of reliable registry services.

7)      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.

8)Manages the team:

  • Provision of effective supervision and direction to and empowerment of member(s) of the team;
  • Management of team in compliance with corporate human resources policies and strategies;
  • Management of team and individual performance;
  • Support of supervisee(s) in facilitating their learning and development;
  • Support of supervisees in maintenance of their health and well-being, safety and security.

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work – Level 3: Adapts deliverables to meet client needs.

Leadership

Ability to persuade others to follow – Level 3: Proactively seeks and recognizes contributions of others.

People Management

Ability to improve performance and satisfaction – Level 3: Appropriately involves team in different stages of work and decision-making.

Communication

Ability to listen, adapt, persuade and transform – Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Delivery

Ability to get things done while exercising good judgement – Level 3: Takes responsibility for addressing critical situations and delivering core value.

Technical/Functional Competencies

Job Knowledge

Ability to demonstrate and apply professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes. – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Design Thinking

Knowledge of method (s) for practical, creative resolution of problems and creation of solutions, with the intent of an improved future result. – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Client Orientation

Ability to understand  and meet or exceeds client needs. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients. – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Sourcing

Ability to find, evaluate and engage suppliers of goods and services – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Risk Management

Ability to identify and prioritize risks, and organize action around mitigating them – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Required Skills and Experience.

Education:

  • Secondary Education;
  • University Degree on Business/Public Administration or Economics would be desirable, but it is not a requirement.

Experience:

  • 6 years of progressively responsible finance and sourcing experience is required at the national or international level;
  • Alternatively, 3 years of relevant experience will suffice if in possession of a Bachelor’s degree;
  • Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.);
  • Experience in handling of web based management systems is required;
  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).

Language Requirements

  •  Fluency in English and Portuguese;
  • Knowledge of other UN official language is desirable.

Job Overview

  • ID: 83883
  • Date Posted:
  • Location: Anywhere
  • Job Title: Administrative Associate