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 DRR-Operations and direct supervision of the Administrative Analyst in Baghdad, 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.
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, support in vender creation process in liaising with GSSU;
- 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.
Ensure implementation of operational strategies, focusing on achievements of the following results:
- Full compliance of administrative activities with 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 result- oriented workplans.
Ensure efficient administrative support, focusing on achievements of the following results:
- Organization and coordination of shipments and custom clearance;
- Coordination of travel arrangements, performing a buyer role in Atals for preparation of POs for travel and other administrative expenses;
- Organization of workshops, conferences, retreats;
- Coordination of DSA, travel agencies, and other administrative surveys for organization of common services;
- Support with protocol matters, registration of staff, coordination with local authority on space of other administrative matters
- Supervision of cleaning services;
- Coordination of transportation services, regular vehicle maintenance and insurance;
- Checking and certifying of vehicle daily lop and gas consumptions, update of 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 interna and external sources, preparation of statistical charts tables and reports.
Provides support to proper supply and assets management, focusing on achievement of the following results:
- 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.
Ensure 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;
Coordinates implementation of Registry and Receptionist functions, supervise registry clerk and receptionist, focusing on achievement of the following results:
- Provision of efficient general reception and information services;
- Provision of reliable registry services.
Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Conduct trainings and sharing knowledge on the administrative procedures.
Core
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 while exercising good judgement.
Technical/Functional
Building Strategic Partnerships
- Ability to analyzes general information and selects materials in support of partnership building initiatives.
Promoting Organizational Learning and knowledge sharing
- Researches best practices and poses new, more effective ways of doing things;
- Documents innovative strategies and new approaches
Job Knowledge/ Technical Expertise
- 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 the assignments.
Job Knowledge/Technical Expertise
- 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
- Demonstrates ability to identify problems and proposes solutions
Client Orientation
- 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.
Design 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.
Education:
- 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. Or 3 years of relevant experience with bachelor’s degree;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems;
- Working Experience in UNDP or other UN Agencies is an advantage;
- Knowledge of Atlas is an advantage.
Language Requirements:
- Fluency in English and Arabic languages is required.
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