Administrative Assistant, Early Recovery Facility Project

Cox's Bazaar

Organization: UNDP - United Nations Development Programme
Location: Cox's Bazaar
Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Crisis Prevention and Recovery
- Humanitarian Aid and Coordination
- Disaster Management (Preparedness, Resilience, Response and Recovery)
- Crisis Response
- Project and Programme Management
- EARLY RECOVERY
Closing Date: Closed

Background

UNDP’s Early Recovery Facility (ERF) promotes national ownership of the post disaster early recovery process through the fullest possible engagement of national and local authorities in the planning, execution and monitoring of recovery actions. It mobilizes resources to prepare, plan, and implement interventions to ensure that the community and society affected by disasters recover and protect their development gains. The project supports the national and local government in developing policies and plans for full recovery. Such support is provided through systematic assessment of recovery needs, coordination amongst various agencies, preparation of an early recovery plan/ framework, and human resource support wherever necessary. The ERF promotes equity, social inclusion, and transparency in promoting recovery policies and plans. It advocates people’s participation in recovery planning, and promote policies and programme which do not discriminate on the basis of gender, ethnicity, religion, age, disability, etc. In response to Rohingya refugee influx, UNDP currently implements its programmes in Cox’s Bazar through ERF.

An estimated 624,000 refugees, mainly the Rohingya, have fled violence across the border from Myanmar into Cox’s Bazar and the Chittagong Hill Tracts since 25 August 2017. The rapid influx of these refugees into areas with high baseline levels of poverty and environmental vulnerability has put immense strain on infrastructure, services and the host population. The population movement from the border to the permanent camps has left routes and temporary settlement sites damaged. There is increased competition for natural resources and daily labour opportunities, wear and tear on community infrastructure and road has increased significantly, and agricultural land has been converted to settlement sites. In addition, local institutions and spaces such as school grounds have been repurposed for relief operations and settlements. This includes not only Cox’s Bazar as host of the majority of the refugees.

In response to this, UNDP has completed a comprehensive development impact assessment of the host communities and areas. Preliminary findings show that increased support to host communities is necessary to stabilize livelihoods, restore damaged and stressed infrastructure and ecosystems, and increase local understanding of the humanitarian response.

In the current context, a short-term solution in the form of voluntary return of the refugees to Myanmar seems unlikely, certainly not in the numbers and within the timeframe initially hoped, and steps will need to be taken to support the national and local authorities for a protracted situation that respects the rights and needs of the Rohingya refugees and host communities.

However, Assistance from local authorities and the host population has been critical to respond to the increased demand for services from the displaced population. As demand for basic service delivery continues to increase, UNDP’s stand ready to further support local authorities and the host population in delivering such basic services. Therefore, the “Admin Assistant” will support UNDP’s Cox’s Bazar programme with admin and logistics capacity under the overall direction of the UNDP Cox´s Bazar ‘Head of Sub-Office’.

Duties and Responsibilities

Under the overall direction of the UNDP Cox´s Bazar Head of Sub-Office, the Admin Assistant is responsible for managing the admin and logistics issue of the UNDP Cox´s Bazar Sub-Office.

Full compliance of UNDP rules and regulations of general administration process, logistical management support with implementation of effective internal control framework.
Provide day to day admin and logistical support in facilitation to the national and international missions to UNDP Cox’s Bazar office/SURGE team/ Project staff.
Assist ERF Dhaka team for procurement of UNDP Cox’s Bazar project goods and services.
Support the project in procurement process and coordinate with UNDP CO procurement including preparation of RFQs, ITBs or RFPs documents, Micro-purchasing canvass, receipt of quotations, bids or proposals, and their preliminary evaluation.
Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, meetings and other events.
Assist national and international consultants to ensure their travel schedules, arranging meetings with different stakeholders, and accommodations/hotel reservation.
Compilation of schedule for field mission, assist on UN security clearance issue/TRIP and provide necessary logistic arrangement for field movement.
Provide support in arranging monitoring travel of GoB officials, Donors, CXB Project Staff, UNDP CO Staff during Cox’s Bazar mission.
Coordinate and assist UNDP Travel Unit for arranging Air Tickets, hiring vehicles/ Rent-A-Car, facilitating International and Local DSA for team and project participants.
Support on development of Terms of Reference (ToR) for projects consultant and others.
Advise and assist Project staff, experts and consultants on all respects of fees/ allowances, advances, travel claims and other financial and administrative matters.
Coordination among CO, ERF, Cluster, Travel, Admin, Operation, Procurement unit and Cox’s Bazar sub office for smooth programme operation/ implementation.
Maintain Asset register, stock register, and initiate periodical assets verification exercise.
Arrange repair and maintenance of office vehicle, motor cycle and ICT equipment’s.
Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports
Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules.
Assist project staff and project travelers for travel claim process in Atlas T&E module.
Ensure e-Requisition in UNDP Atlas system for procurement of goods and services.
Provide support in HR documentation and Maintain leave record of Cox’s Bazar office staff.
Maintain petty cash/ project cash advance and ensure invoices/bills as per UNDP policy/rules.
Assist internal, external and statutory parties of Audit
Supervise and monitor duties/ activities of driver and messenger of Cox’s bazar sub-office.
Any other job as assigned by the management.

Measurable Outputs and Performance Indicators

The admin associate will ensure result based management so that the key results will contribute towards the project achieving its Outputs.
The admin and logistics support are implemented and are well coordinated with Cox’s Bazar Sub office and UNDP Country Office
Related tasks as may be requested by the supervisor are undertaken

Competencies

Corporate Competencies:

Promotes UN’s values and ethical standards (tolerance, integrity, respect, results orientation, impartiality);
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Confidentiality
Ability to formulate and manage budgets and work plans;
Ability to implement new systems and affect staff behavioral/ attitudinal change.
Knowledge of UNDP Rules and Regulations is an advantage

Leadership and Self-Management

Demonstrates excellent interpersonal skills and strong leadership qualities
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
Demonstrates openness to change and ability to manage complexities
Excellent communication skills (written and oral);
Responds positively to critical feedback and differing points of view

Required Skills and Experience

Education:

Bachelor Degree in Business Administration/ Finance/ Management/ other relevant discipline.

Experience:

Minimum 02 years of work experience in development field on administration/ logistics/ finance support service
Past experience from positions requiring engagement with Cox’s Bazar Rohingya Response or CHT region, humanitarian and development UN agencies, and affected communities.
Knowledge of the Cox’s Bazar and Chittagong Hill Tracts development context.
Experience from UNDP or other UN agencies a strong asset.
Experience of usage of computer with software package, MS office, Excel and handling of ERP or web-based enterprise resource management systems. Experience in using UN ATLAS software is an asset.
Willing to work under pressure and flexible.