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.

 

Under the overall guidance and supervision of the Operations Manager, 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 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.

The functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Associates.

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 support to customs clearance.
  • Coordination of travel arrangements. Performing Travel Processor role in Atlas for preparation of TRs and travel claims.
  • Provision of reliable and quality office supplies.
  • Organization of procurement processes for CO including preparation of solicitation documents, receipt of quotations, bids or proposals, their preliminary evaluation, preparation of evaluation reports. Preparation of e-reqs.
  • 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/accreditation of staff including visas, coordination with local authority on space and other administrative matters.
  • Coordination of transportation services and work of drivers, 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. Administers the assets focusing on achievement of the following results:

  • Coordination of assets management in the CO.
  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
  • Tagging all furniture/equipment upon receipt from the supplier.  Update non-expendable property inventory record and track movement of furniture piece.
  • Entry in ATLAS of all the requisite asset management information
  • “Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles.
  • Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
  • Support to the management on physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.   Oversight of disposal of items and accuracy of inventory data.
  • Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property.  Ensure that managers sign off on the physical count and correctness of the inventory system database.
  • Preparation, certification and timely submission of assets certification and inventory reports.
  • Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.

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.
  • Ensures timely cost recovery for provide services.
  • 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.   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. Performs other relevant duties as may be needed

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:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

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

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

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

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

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

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

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

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity  
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

 

Education:

  • Secondary education.
  • Certification in administration desirable.
  • Bachelor’s degree or University Degree in Business or Public Administration is desirable.

Experience:

  • Minimum 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:

  • Fluency in English and Russian.
  • Knowledge of Kyrgyz is an asset.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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