Administrative Associate With With Office of the High Commission for Human Rights

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the overall guidance of the Head of Office of OHCHR Yemen Country Office in Sana’a, and direct supervision of designated supervisor, 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.

Administrative Associate provides direct support to the Head of Office of OHCHR, and provides reliable administrative services to other high-ranking UN officials, experts, and other UN staff members on mission in the country during which course s/he has to ensure highest standards of discretion, integrity and sense of responsibility.

The Administrative Associate works in close collaboration with the operations, programme, and projects staff in the Country Office and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of key functions:

• Implementation of operational strategies.
• Efficient administrative and logistical services support.
• Support to supply and assets management.
• Support to administrative and financial control.
• Support to human resources services
• Support to knowledge building and knowledge sharing.

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

• Full compliance of administrative activities with UN/UNDP and OHCHR rules, regulations, policies and strategies.
• Provision of inputs to the Country Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.

Ensures efficient administrative and logistical services support, focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance.
• Coordination of travel arrangements, including preparation of the documentation and POs for travel and other administrative expenses, including hotel reservations as necessary, travel authorizations, processing requests for visas and residency, preparing DSA, and other documents.
• Organisation of procurement processes including preparation of RFQs, ITBs or RFPs and other relevant documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs including on Umoja.
• Organization of workshops, conferences, retreats.
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Assistance in maintaining calendars/schedules, arrange appointments and meetings, and assistance in the organization of the agenda of the Head of Office;
• Translation of simple correspondences, and act as interpret when required as necessary.
• Responding and/or draft responses to routine correspondence and other communications (internal emails, memos, letters) with proper formatting, spelling and grammar, and minute taking as necessary;
• Answering telephone calls and queries, processing mail and other documents and refer to relevant staff members as necessary, and maintaining distribution lists.

Provide support to proper supply, maintenance and assets management, focusing on achievement of the following results:

• Coordination of records on assets management in the Country Office, and timely preparation and submission of periodic inventory reports.
• Coordination of files and records relevant to office maintenance.
• Coordination of the provision of reliable and quality office supplies, including stationary.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in relevant systems, e.g. Atlas and/or Umoja, in coordination with UNDP Yemen Office and/or OHCHR headquarters as necessary;
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Assistance in the preparation of budget.
• Provision of the information for the audit.

Ensure efficient human resources support, focusing on achievement of the following results:

• Keeping leave records for the staff of the Office.
• Assisting in the processes, reviews and follow-up on actions related to the administration of the Office’s human resources activities, e.g. recruitment, internships, placement, relocation, promotion, performance appraisal, separation, training etc., ensuring consistency in the application of regulations and procedures.

Supports knowledge building and knowledge sharing in the country office, focusing on achievement of the following results:

• Training of staff on the administrative procedures
• Briefing/debriefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

Perform any other related tasks as may be required or assigned by the supervisor.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Core Competencies:

  Innovation: Ability to make new and useful ideas work    

• Level 3: Adapts deliverables to meet client needs

Leadership: Ability to persuade others to follow  

•  Level 3: Proactively seeks and recognizes contributions of others

People Management: Ability to improve performance and satisfaction  

•  Level 3: Appropriately involves team in different stages of work and decision-making

Communication: Ability to listen, adapt, persuade and transform    

• Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery: Ability to get things done while exercising good judgement    

• Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional Competencies:

Professionalism: Knowledge of general office and administrative support including administrative policies, processes, and procedures    

• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Planning and Organizing: Identifies priority activities and assignments; adjusts priorities as required, and allocates appropriate amount of time and resources for completing work    

• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Team work:Works collaboratively with colleagues to achieve organizational goals  

• Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Education:  

•  Secondary education is required.
• University degree in business or public administration, social sciences or relevant field is desirable but not a requirement.
• Certification in administration is desirable.

Experience:    

• Six years of relevant experience in administrative or programme support services associated with secondary education is required, or at least 3 years of relevant experience associated with university degree is required.
• Experience in usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in international organizations, UN system or diplomatic missions is desirable.
• Knowledge of UN/UNDP or OHCHR rules and regulations is an advantage.

Language Requirements:    

• Fluency in both written and spoken Arabic and English is required.

Other:   

•  Non-Smoking environment

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.

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