Administrative Associate

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results. UNDP’s 2014-2017 Strategic Plan, focusing on 7 outcomes including strengthening institutions to progressively deliver universal access to basic services (outcome 3). The Procurement Services Unit (PSU) Bureau of Management Services (BMS) and HIV, Health and Development Group (HHD), Bureau of Policy and Programme Support (BPPS), is helping to contribute towards this outcome.

UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies.

UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health projects, while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. The UNDP’s partnership with the Global Fund is an important part of this work, facilitating access to resources for action on SDG 3 by countries that face constraints in directly receiving and managing such funding.

UNDP continues to provide high value-added services both in its Principal Recipient role, increasingly as a significant technical partner to governments and civil society organizations (CSOs) who implement Global Fund grants and beyond. UNDP’s partnership with the Global Fund is overseen by the BBPS/HHD Global Fund/Health Implementation Support Team (GF/HIST), HHD, BPPS in close coordination with PSU, BMS and business units.

The national and international health landscapes are rapidly changing: new health initiatives are emerging and bring to light pressing challenges connected with health systems strengthening including, health procurement and supply management that require a new modus operandi to optimize UNDP’s investments into global health.

UNDP manages the UN’s largest procurement operation, procuring over US $3 billion worth of goods and services each year, and ensuring that developing countries have access to life-saving medicines, emergency relief supplies and a host of other needed items. PSU provides direct support to country office and other business units worldwide to ensure transparent purchasing processes that provide UNDP with the best value for money. This is achieved through targeted training, direct assistance, and tools and systems to facilitate the procurement process. Through innovative supply chain management, PSU helps country offices and Headquarters units to keep pace with the dramatic growth in volume and complexity of procurement at UNDP.

PSU is committed to helping business units to secure the goods and services they need to empower communities and build resilient nations. PSU’s team of experienced professionals based in New York and across UNDP regions are keen to share their experience and knowledge.

Under the overall guidance and supervision of the Procurement Specialist, PSU (Copenhagen), the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results – oriented approach.

The Administrative Associate works in close collaboration with other units of the PSU, GF/HIST, procurement staff of Country Offices, and procurement partners to exchange information and to ensure consistent service delivery for implementation of Global Fund grants and Cost Sharing Agreements (CSAs) managed by UNDP.

Summary of Key Functions: 

• Implementation of operational strategies
• Effective Administrative Support
• Support to administrative and financial control
• Support to knowledge building and knowledge sharing in the Country Offices and Business Units

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Ensures full compliance of administrative and procurement activities in accordance with UNDP rules, regulations, policies and procedures;
• Supports the development, maintains and updates Standard Operating Procedures (SOPs) to document and facilitate process flows for SLAs and LTAs;
• Monitors and tracks SLA and LTA contracts;
• Regularly collects data and assesses adherence to SLAs and LTAs against agreed Key Performance Indicators, and prepares and transmits performance evaluation reports;
• Reviews recommendations for award of contract, under commercial LTAs and transmits analysis for approval;
• Reviews SLA and LTA price comparisons received from Country Offices;
• Provides inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective administrative support, focusing on achievement of the following results:

• Provides support with travel and logistical arrangements;o  
• Performs buyer role in Atlas for issuance of POs for travel and other administrative expenses;
• Organizes procurement processes including preparation of RFQs, ITBs or RFPs, posting of tender documents and clarifications, receipt of quotations, bids or proposals, conducts public bid opening and supports preliminary evaluation of offers received;
• Posts contract awards in accordance with UNDP’s procurement rules and guidelines;
• Close monitoring of SLA and LTA contracts (adherence to Country Offices and contract holders to contractual terms);
• Provides inputs and ensures quality control of CAP and ACP submissions;
• Participate in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, take meeting minutes;
• Supports and coordinates protocol matters such as visas, registration of staff, and other administrative matters.
• Facilitate recruitment and personnel management; Assure due selection process of project experts and consultants is in place through advertisements in mass media or roster, participate in selection process. Collect the documentation required for the recruitments and contract extensions;

3.  Support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Reviews, verifies and reconciles a variety of data and reports ensuring accuracy and conformance with administrative rule and regulations;
• Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports;
• Ensures proper control and filing of supporting documents of funds and activities;
• Provides information for auditing purposes;
• Follows-up on deliveries of SLA and LTA contract holders and ensure timely payments;
• Follows-up on use of UNICEF “ceiling revolving facility” to waive need for advance payment;
• Follows-up on refunds of final balance upon issuance of SOAs; prepares, shares and files minutes of relevant meetings.
• Keep updated inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered.

4.  Knowledge building and knowledge sharing, in the COs and BUs focusing on achievement of the following results:

• Supports training activities and briefings of business units on use of SLAs, LTAs through applicable SOPs;
• Develops, maintains and disseminates PSM reference library in SharePoint;
• Provides contributions to knowledge networks and communities of practice;
• Reviews and develops information to be posted on knowledge networks;
• Briefs staff members on issues relating to area of work

5.  Any other tasks as required and assigned by the Procurement Specialist (Copenhagen)

Core Competencies

Innovation

Ability to make new and useful ideas work.

• Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

• Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

• Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

• Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

• Takes responsibility for addressing critical situations and delivering core value

Technical/Functional competencies:  Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

• Partnerships

​Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations

• Procurement

​Ability to acquire goods, services or works from an outside external source

• Strategic Sourcing

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations

• Supplier Management

Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

• Contract Management

 Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

• Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

• Knowledge Management

Ability to animate individuals and communities of contributors to participate and share

• Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Education

• Required: Secondary education.
• Desirable: Certificate in Administration. 
• Asset: Professional certification acquired in the area of procurement and supply chain management including UNDP CIPS 2 or similar 

Experience:

• Required: Minimum six years of progressively relevant experience in administration or programme support services* .
• Asset: Experience and knowledge of  UN administrative and/or procurement process  

Language:

• Required:  Fluency i English both written and oral
• Asset: Working knowledge in French, Spanish, Russian and/or Arabic

*note: a Bachelor’s degree in combination with 3 years of relevant work experience may be accepted in lieu of the 6 years relevant work experience

Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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