Administrative Associate UN Jobs – United Nations Development Programme (UNDP)
Title: Administrative Associate
Organization: United Nations Development Programme (UNDP)
Duty Station: Kampala, Uganda
Grade: G6
About US:
The United Nations Development Programme (UNDP) is the United Nation’s global development network. UNDP advocates for change and connects countries to knowledge, experience and resources to help people build a better life. The UNDP provides expert advice, training, grant support to developing countries including Uganda with increasing emphasis on assistance to the least developed countries.
Job Summary: 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
Key Duties and Responsibilities:
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.
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 Travel Requests for travel (both domestic and international) and other administrative expenses.
- 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.
- Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.
- Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.
- Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
- Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
- Provide information on hotel for visiting UN/UNDP officials.
- Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
- Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
- Processing of application and renewal of UNLP for UN staff
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
- Reconciliation of settlements to be paid by the Finance Unit
Provides support to proper supply and assets management, focusing on achievement of the following result:
- Set up of assets management procedures 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.
- Entering records in the asset control database (system)
- 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. Oversight of disposal of items and accuracy of inventory data.
- Conduct of the 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 inventory reports
- Assets management in Atlas ensuring inventory records are up to date and accurate.
- Consolidation and preparation of summary statements for inclusion in the financial statements.
- 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.
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.
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.
Coordinates implementation of Registry and Receptionist functions, supervises 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:
- 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.
Qualifications, Skills And Experience:
- The applicant for the United Nations Development Programme (UNDP) Administrative Associate should have completed secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
- 5 to 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.
- Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Ability to administer and execute administrative processes and transactions
- Ability to extract, interpret, analyze data and resolve operational problems
- Ability to supervise and train support staff
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of Atlas
- Ability to provide input to business processes re-engineering, implementation of new system
- Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
How to Apply:
All suitably qualified and interested Ugandan nationals should submit their applications online at the link below.
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. UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
Deadline: 9th April 2020