Administrative Associate

UNDP is the knowledge frontier organization for sustainable development in the UN Development System. It serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a continuous spectrum of in-depth local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

The United Nations Guiding Principles on Business and Human Rights (UN Guiding Principles) is widely recognized as the most authoritative, normative framework guiding efforts to reduce or eliminate the adverse impact of business operations on human rights. Experts have described it as the single most important innovation in promoting sustainable business practices in the last 25 years – a role that is reinforced by its inclusion as one of the Means of Implementation of the 2030 Agenda for Sustainable Development (2030 Agenda).

The National Election Board of Ethiopia (NEBE), established under Proclamation No. 1133/2019, is mandated to conduct credible, transparent, peaceful and inclusive elections in accordance with the Constitution of the Federal Democratic Republic of Ethiopia (FDRE) and relevant legal framework. UNDP SEEDS2 (Strengthening Elections for Democratic Sustainability) Programme supports NEBE in fulfilment of its mandate. As NEBE prepares for the upcoming 7th general elections, it aims to strengthen electoral cycle, and its institutional capacity, particularly focusing on sustainable human resources development, uphold its reputation, and conduct transparent, credible, and inclusive elections in Ethiopia. The SEEDS support ranges from technical advice, electoral procurements, events organization and coordination, amongst other aspects. Within this framework, SEEDS2 is seeking a youth volunteer to support the day-to-day administration, and logistics of the project, to ensure effective support to NEBE.

The Administrative Associate shall be responsible for providing project administrative support including rated tasks as request for recruitment, organization of meetings, asset management, procurement etc. In particular, the Administrative Associate is responsible for the following duties:

• Provides administrative support to organization of conferences, workshops, training;
• Arranges travel and hotel reservations, preparation of travel authorizations processing documents, as required for all project related staff travel as well as consultants’ travel;
• Collects information/documents and disseminates to all concerned partners in a timely fashion;
• Compiles data for periodic budget reports and monitors expenditures within the budget of the project;
• Supports the procurement processes for the implementation of the project (goods, services and civil works), in close collaboration with UNDP country office and Project's Procurement Specialist (if applicable);
• Maintain vendor profile and provide support to the partners in line with vendor management;
• Contribute to supplier sourcing and market research, assist in developing supplier roster and participate in supplier evaluations;
• Drafts correspondence of a routine nature, e.g. letters for national counterparts, invitations for participation in meetings, responses to inquiries ensuring correctness in terms of format, grammar and spelling;
• Serves as the project asset focal point and making periodic project inventory report;
• Provides finance related support, as needed, in collaboration with the Project's Finance Officer.
• Filing all project related documents and updates same regularly;
• Supports the organization of project board meeting and take minutes there of;
• Support Project's knowledge management;
• Perform other duties as will be assigned.

Any other tasks as assigned by the Chief Technical Adviser