Under the overall guidance and supervision of the ICT/Common Premises Analyst, the Administrative Associate provides assistance to the following units:
–    UNDP Accelerator Lab
–    Resident Coordinator’s Office
–    UNDSS
She/he 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 the Operations, Accelerator Lab, UNRCO and UNDSS staff to exchange information and ensure consistent service delivery.

Summary of Key Functions: 

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:

• Receipt and follow up on the administrative requests from the respective units
• Organization and coordination of shipments and customs clearance for the respective units
• Coordination of travel arrangements of the respective units
• Support to the procurement processes including preparation of micro-purchases, RFQs, ITBs or RFPs documents, receipt of quotations for micro-purchases
• Organization of workshops, conferences, retreats for the respective units
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters of the respective units
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports

3.Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management of the UNDP assets for the respective units, in close cooperation with the UNDP General Administration Unit
• 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 of the respective units
• Confirmation of availability of funds prior to review by supervisor
• 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 from the respective units
• 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.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.

7.Standard Job Function:
 
The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc

Impact of Results

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

Functional Competencies:       

1.Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

2.Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

3.Job Knowledge/Technical Expertise

Level 1.1: 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

4.Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

5.Design and Implementation of Management Systems

Level 1.1: 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

6.Client Orientation

Level 1.1:  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.

7.Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

8.Gender:

• Displays gender sensitivity and promotes gender equality in all aspects of work
• Knowledge of systems for gender mainstreaming and ability to apply to strategic and/or practical situation.

Core Values:

Core Competencies:

• Leadership: ability to persuade others to follow
• Innovation: ability to make new and useful ideas work
• People Management: ability to improve performance and satisfaction
• Communication: ability to listen, adapt, persuade and transform
• Delivery: ability to get things done

Education:    

• Matriculation(Secondary education).  Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:    

• 6 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.

Language Requirements:    
English

Please Note:
HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates may be required to present HEC attested degrees.
 
Foreign Qualified Candidates: Foreign degree holders shall be required to(i) Present a verification/certification letter from the university verifying the degree & student enrollment, orii) Foreign degree Equivalence Letter from HEC.
 
UNDP provides the Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply (local and internal VA)
 
United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment process including application, interviews, selection or induction etc. Moreover, UNDP does not concern itself with any information on the applicants bank accounts

“UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA)”.

Contract Duration: 1 year