Project Support/Administrative Associate

Job Summary:

Under the overall guidance and supervision of the ADSP Programme Manager/Senior Technical Advisor and in close collaboration with the Head of Support Services, the Project Support/Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions at the field level and AGOC Offices, ensuring high quality and accuracy of work. The Project Support/Administrative Associate promotes a client, quality and results-oriented approach.

The Project Support/Administrative Associate supervises support personnel of the AGOC Office Administrative Unit; she/he works in close collaboration with Human Resources/Operations/Finance personnel, Project Managers and Project teams, as well as with staff of Government ministries to exchange information and ensure consistent service delivery.

Duties & Responsibilities:

Ensures implementation of operational strategies, focusing on achievement of the following results:
 Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
 Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Ensures efficient administrative support, focusing on achievement of the following results:
 Effective supervision of the operations of a specialized unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity;
 Organization and coordination of shipments and customs clearance
 Support with protocol matters, registration of staff/personnel, coordination with local authority on space and other administrative matters.
 Coordination of travel arrangements. Performing a Buyer role in ATLAS for preparation of POs for travel and other administrative expenses. Information on air services, rates and travel schedules for specific itineraries. Processing of travel claims.
 Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents for travel + related services + office equipment, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
 Organization of workshops, conferences, retreats
 Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Provides support to proper office maintenance, supply and assets management, focusing on achievement of the following result:
 Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
 Coordination of the provision of reliable and quality office supplies
 Support to maintenance of common premises and common services; supervision of cleaning services
Provides support for effective administration of ADSP personnel, focusing on the achievements of the following results:
 In cooperation with AGOC HR, responsible for recruitment and administration of ADSP ICA personnel
 Proper and accurate maintenance of ADSP staffing table
 Ensure proper tracking of ADSP absence management
 Preparation of monthly payroll documentation incl. all supporting documentation
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.
 Proper control of supporting documents of funds and activities.
 Administrative coordination of common premises/services cost-recovery arrangements for daily operations.
 Provision of the information for the audit.
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.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
 Guidance and training of supervised personnel engaged in the different administrative services including statistics, finance, Programme, human resources activities and/or other related areas requiring extraction, input and review for accuracy of data from various sources and action to correct, as necessary.
 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.
Other related assignments as requested by supervisor.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Job Requirement:

a. Education
 Secondary Diploma required. Certification in administration desirable. Bachelor’s Degree in Business or Public Administration desirable, but not a requirement.

b. Work Experience
 Minimum 5 years of relevant experience in HR, finance, procurement, administration or programme support service.
 Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions).
 Experience in handling of web-based management systems.
 Knowledge of ATLAS a distinct advantage.

c. Key Competencies
 Fluency in written and oral English and the language of the duty station required. Knowledge of second UN working language desirable.
 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
 Ability to administer and execute administrative processes and transactions
 Ability to extract, interpret, analyze data, identify and resolve operational problems
 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 highly desirable
 Ability to provide input to business processes re-engineering, implementation of new systems
 Ability to supervise and train support staff
 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

Job Location: