2023-11-16

Administrative Associate (Roster) Mogadishu, multiple locations (Somalia)

Mogadishu, Hargeisa, Garoowe
Posted on November 16, 2023

United Nations Development Programme (UNDP)

Administrative Associate (Roster) Mogadishu, multiple locations (Somalia)

Organization: UNDP – United Nations Development Programme
Location: Mogadishu, Hargeisa, Garoowe
Closing Date: 2023-12-07

Background

Under the overall guidance and supervision of the DRR and/or Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. The Administrative Associate coordinates with and supervises support staff engaged in the fields of registry, general services, telephone operator/receptionist. 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.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration

Duties and Responsibilities

Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Prepare administrative team results-oriented workplans.
Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.

Coordinate Asset Management in the Country Office.

Prepare and submit periodic inventory and asset management reports, coordinate physical verification of inventory items.
Ensure proper inventory control and supervise proper issuance of inventory items and supplies.

Provide support for effective administrative and financial control in the country office.

Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises.
Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements.
Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary.
Review travel authorizations, documentation, payments
Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.

Ensure appropriate and required administrative and logistical support is provided to the Country Office.

Coordinate the provision of reliable and quality office supplies.
Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.
Provide support for protocol matters, registration of staff, space, coordination with local authorities, and other administrative matters.
Ensure maintenance of common services to ensure integrated of common services activities and implementation of the UN reform.

Facilitate knowledge building and sharing in the Country Office.

Organize training for the operations/projects staff on administration.
Provide sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of registry, general services, telephone operator/receptionist.

Competencies

Core – applicable to all personnel. Select the relevant level for each competency based on the required behaviors.
People Management – if the personnel has people management responsibilities, insert the standard text with the link to the people management competencies list.
Cross-functional & Technical

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Thematic Area	Name	Definition
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
Administration and Operations	Assets management	Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration and Operations	Management of shipments	Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Administration & Operations	Building, facilities & office space management	Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate
Administration & Operations	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

Secondary education is required
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement
Certifications in Administration and Procurement are desirable

Experience:

Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services.
Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.

Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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