Admin Associate (SB3/2)

High School   Nangarhar, Afghanistan Full Time 1337
Date Posted:Oct 3, 2018
Reference:18834
Closing Date:Oct 16, 2018
Work Type:Full Time
Number of Vacancies:1
Gender:Any
Functional Area:Management
Nationality:Afghan
Salary Range:Salary is negotiable
Years of Experience:5 Years
Contract Duration:Open Ended
Extension Possibility:Yes
Contract Type:Service Contract
Probation Period:Unspecified
Required Languages:96,90,66

About UNDP Afghanistan:

UNDP supports stabilization, state building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

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

Skills Required:

Not available

Provinces to travel:

Skills Description:


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

Duties & 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.

Job Location:

Afghanistan, Nangarhar

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 Keywords:

Administration
This job is expired