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Admin Associate (SB3/2)

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About UNDP Afghanistan

Under the overall guidance of the Regional Head of Office and direct supervision of the Programme Management Specialist 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 Regional Office (RO), Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery.

Job Summary

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

Job Details

Date Posted: 03 Oct 2018 Reference: 18834
Closing Date: 17 Oct 2018 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Management Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Service Contract Years of Experience: 5 Year(s)
Contract Duration: 0 Year(s) & 0 Month(s) Extension Possibility: No
Probation Period:

Duties and Responsibilities

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 ROICO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented work plans.


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 Requestor role in Atlas for preparation of Requisitions for travel 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.


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

Control and management of assets in the RO; timely preparation and submission of periodic asset and 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 setup information in Atlas;
Effective management of cash funds (cash custodian), and elaboration of timely cash reports.
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, 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.
Management of pouch service in the RO


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) Support regional office representational function where requested.

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.

Skills


Competencies
Partnerships
Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships

Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge

Design Thinking
Knowledge of method (s) for practical, creative resolution of problems and creation of solutions, with the intent of an improved future result.

Result Based Management
Ability to manage programmes and projects with a strategy aimed at improved performance and
demonstrable results

Internal Reporting and Accountability
Ability to create internal reporting and accountability processes and standards
Required Skills and Experience

Qualifications

Education:

Secondary education.
Certification in administration desirable.
University Degree in Business or Public Administration desirable,
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.

Job Location

Afghanistan - Nangarhar: Jalalabad
AF AF 12

Education:

High School,

Submission Guideline

Disclaimer
Important applicant information

All posts in the SC 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.

Workforce diversity

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web

Submission Email

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=18834&hrs_jo_pst_seq=1&hrs_site_id=2

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