Project Specialist, Administrative and Travel, UNDP Kazakhstan

• Implementation of the ACSH operational strategies;
• Provision of effective and efficient administrative services;
• Control of supply and assets management;
• Effective administrative and financial control in the office;
• Supervision to Logistic Assistant and other technical personnel functions.

• Full compliance of general administration activities with UN/UNDP rules, regulations, policies and strategies;
• Managing of the ACSH administrative business processes mapping and elaboration of the internal standard operating procedures;
• Preparation of administrative team results-oriented workplans.

• Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
• Managing of the organization of workshops, conferences, seminars and retreats;
• Coordination of DSA, travel agencies, and other administrative surveys;
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
• Processing travel authorization in line with travel entitlements for staff, consultants, participating countries ensuring that the travel arrangement following the UNDP.

• Coordination of assets management in the ACSh, 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.

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas; 
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Review/ verification of travel documentation, authorizations, payments;
• Assistance in the preparation of budget, audit and other reports.

• Organization of training for the Project staff on administration;
• Briefing to staff members on general administrative matters; provision of advice and administrative support;
• Sound contributions to knowledge networks and communities of practice.

• Management of Chairman missions and meeting schedule;
• Maintenance of protocol procedures and gatekeeping as regards the respective role in representation of the Chairman;
• Follow up with colleagues and partners on deadlines, commitments made, and actions taken;
• Arranging appointments and high-level meetings and taking minutes when required;
• Collection and consolidation of the reports for the Chairman;
• Maintenance of the filling system, ensuring safekeeping of confidential materials.

• Shares knowledge and experience;
• Provides helpful feedback and advice to others in the office;
• Proven networking, team-building, organizational and communication skills.

• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Responds positively to critical feedback and different points of view.

• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.

• Ability to handle a large volume of work possibly under time constraints;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities;
• Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs.

• Provide on-time and quality performance of the requirements under ToR;
• Provide absolute fulfillment of the requirements stated in the Service Contract;
• Provide all the materials of accomplished work for Project Management Committee (addressed to Project Manager) for comments and agreements.

• Bachelor’s Degree in international affairs, finance or other relevant fields of education.

• Minimum six (5) years of work experience in international organizations in the fields related to administrative and travel related area;
• Experience with the ATLAS system is an asset;
• Ability to work to tight deadlines and to handle multiple concurrent project components;
• Good computer skills (MS Office essential; Adobe Photoshop an asset) and ability to use information technology as a tool and resource.

• Fluency in English, Kazakh and Russian.

Important applicant information

All posts in the SC 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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