2260 Administration Officer

UNDP Serbia Operations Unit has to be complemented with the position that would overview administration, travel/logistics, and UN building related (common) services to UNDP Serbia country office, projects and other UN agencies (upon request), with ensuring results oriented, effective, efficient and accountable implementation of the office activities and achievement of office results.

Under the overall guidance and supervision of the DRR, the Administration Officer overviews the general administration and execution of varied and inter-related operational, travel/logistics, and UN building related - common services ensuring high quality and accuracy of work and promoting a client, quality and results-oriented approach.

The Administration Officer can supervise and lead Building Manager, office Drivers, Administration Assistant and support staff as per the organizational arrangements of the office. Administration Officer works in close collaboration with other Operations, Programme, and projects personnel in the CO and with other UN agencies staff to ensure consistent and efficient service delivery.

Scope of Work

• Provision, coordination  and overview of all travel and conferences/events related services, including but not limited to: purchase of air tickets, DSA calculation, travel requests/claims processing in T&E module; office Drivers and office vehicles management and supervision; administration Assistant supervision; monitoring and ensuring  the implementation of LTA with the Travel and conferences services provider;  coordination and follow up on logistical arrangements for events organized outside of UN House, performing advisory role for the Travel and Conferences related services.
• Provision and overview of general administration related services and processes, including organization and coordination of  DSA Survey exercise; organization and coordination of Inventory counts and certification exercises; liaison with Tax office and provision of Tax administration, VAT exemption and E-Taxes related services and advice; organization and coordination of Protocol management and logistics related services; monitoring and ensuring  the implementation of LTA with the Mobile services provider.
• Coordination and ensuring compliance with security policies and procedure by performing the following tasks: acting as alternate security focal point who follows up and ensures that compliance with security policies and procedures is achieved; managing and updating UNDP Warden system and conducting UNDP warden and other security related exercises; ensuring provision and submission of the UNMSM Security Survey inputs, and  security and Covid-19 related equipment/supplies funding requests; managing of  Business Continuity  Plan/exercise related activities.
• Coordination and support of management of UN House (shared premises) related activities and ensuring UN House to be clean and secure working and meeting environment for all; coordination of activities related to the UN House office space distribution and UN agencies integration under the one roof in the UN House; ensuring that the common services and UN House related annual work-plans, budget estimates, and cost recovery related reports are prepared, implemented, and shared; overviewing periodic maintenance and required upgrades of UN House equipment, offices, HVAC, and various mechanical, electrical, cooling/heating systems, installations, and units.
• Commitment and active participation in green and sustainable, environmental initiatives, at the UN House level such are submission of various facility funding applications; submission of Environmental Management Tool (EMT) reports; activities related to the installation of the various equipment that can contribute to the energy savings measures and sustainable/green office; provision of UN House energy consumption data to other UN agencies; engaging and managing consultants for provision of studies and working plans related  to the green and/or environmental initiatives in the UN House.
• Support in proper control of CO Assets focusing on achievement of the following results: ensuring day to day management of office assets as Fixed Assets Focal Point; ensuring that fixed assets details are entered in the Atlas Asset Module, assets are tagged, and the movement of the assets is monitored and safeguarded in accordance with the POPP; ensuring that fixed assets disposal and transfers are timely prepared submitted for approval; assisting in reconciliation of the year-end physical verification exercise and record results in the Atlas Asset Module; ensuring preparation and timely submission of inventory / assets reports to HQ.
• Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: organization of training for the operations/projects staff on administration; briefing to staff members on general administrative, travel and logistics matters; provision of advice and administrative support as well as sound contributions to knowledge networks and communities of practice.

Institutional Arrangement

The Administration Officer will work under the overall guidance and supervision of the Deputy Resident Representative (DRR).

Core Competencies:

• Innovation – Ability to make new and useful ideas work
• Leadership – Ability to persuade others to follow
• People Management – Ability to improve performance and satisfaction
• Communication – Ability to listen, adapt, persuade and transform
• Delivery – Ability to get things done while exercising good judgement

Functional Competencies:

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

• Uses information/databases/other management systems.

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management systems.

Education:

Bachelor’s Degree in Business or Public Administration or Economics.

MA degree would be considered an asset

• Strong oral and written communication skills in Serbian and English language.
• Client oriented: establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks.
• Treats all people fairly without prejudice.
• Good organizational people and time management skills.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Demonstrates integrity by modeling ethical standards.
• Focuses on impact and result for the client and responds positively to critical feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Excellent information technology skills, including word processing, database applications, presentation software, and internet.
• Compliance with UNDP rules, regulations and policies of financial activities ensured.
• Sound understanding of functions, mandate and operational aspects  of the international organizations in Serbia.
• Thorough knowledge of the UNDP administration, logistics and travel processes and procedures would be an asset.
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems, Atlas.

Language Requirement: 

Excellent knowledge of written and spoken Serbian and English.

Important applicant information

All posts in the National Personnel Services Agreement (NPSA) 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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