Senior Administrative Assistant (Open to Kyrgyzstan Nationals Only)

Background

The Government of the Kyrgyz Republic, European Union and the United Nations are implementing the Spotlight Initiative (SI), a programme aimed at addressing all forms of violence against women and girls (VAWG), and harmful practices. The SI aims to support transformative change on the ground to end VAWG, in numerous countries globally, including the Kyrgyz Republic. The initiative comes with the highest level of commitment globally and is governed by the UN Deputy Secretary-General and the Vice President of the EU Commission.

The goal of the Spotlight Initiative in the Kyrgyz Republic is for all women and girls, particularly those most vulnerable, to live a life free of violence and harmful practices, including child marriage and “ala kachuu”. It is built around six pillars: (1) Policies and legislation; (2) Institutions; (3) Violence Prevention; (4) Services; (5) Data; (6) Women’s movement and civil society.In Kyrgyzstan, the SI is a multi-stakeholder programme implemented jointly by UNDP, UN Women, UNICEF, UNFPA, UNODC (hereinafter RUNOs) under overall coordination from UN Resident Coordinator’s Office and leadership from the UN Resident Coordinator.

Under the guidance and supervision of the Spotlight Initiative Country Programme Coordinator, the Senior Administrative Assistant ensures effective and accurate financial resources management, transparent utilization of financial resources and integrity of financial services as well as administrative services and processes of the Programme/project. The Senior Administrative promotes a client, quality and results-oriented approach.

The Senior Administrative Assistant works in close collaboration with the Operations and Programme Units in the Programme, respective units of UNDP, RUNOs, the Programme Coordination Unit, ensuring successful Programme performance.

Duties and Responsibilities

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

• Full compliance of administrative, procurement, HR activities and financial processes and records with UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of workplans.
• Full compliance with UN/UNDP and/or donor rules, regulations, and policies of financial/administrative activities, and follow-up on audit recommendations; implementation of effective internal controls.
• Monitoring of financial reports;
• Contribution to development of Annual Work Plans and Procurement Plans.

2. Provides support to the management of Programme operational processes, focusing on achievement of the following results:

• Ensuring efficient Programme office functioning to provide assistance to management in terms of contracting of project personnel, travel arrangements, daily payments, sub-contracting of legal entities for procurement of goods and services, organization of regional workshops/trainings/seminars, etc.
• Ensuring timely payment of installments to programmes’ sub-contracts, collection of original financial reports and consolidation to the overall programmes’ expenditure reports
• Administration of travel arrangements for International experts, including preparation of supporting documents for contracting, issuance of travel authorization, processes F10s and payments
• Support in organization and coordination of shipments and customs clearance.
• Support with protocol matters, accreditation / registration of staff, coordination with local authority on other administrative matters.
• Timely submission of adequate and duly completed supporting documents for payments.
• Maintenance of proper filing system for administrative records and documents.
• Assistance in the preparation of work plans, reporting, provision of information for audit;
• Coordination of assets management in the office, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies;
• Keeps/updates project transferred equipment inventory and signing-off follow-up actions;
• Preparation of supporting documents for contracting.
• Maintenance of the office staffing table and staff attendance records.
• Performs other duties as required by Country Programme Coordinator.

3. Provides effective and accurate support in management of Programme financial resources, focusing on achievement of the following results:

• Assists Country Programme Coordinator with overall budget preparation process according to programming activities and specific country allocations;
• Assist in preparation of financial delivery planning as per agreed work plans for in-house management review and sharing with counterparts;
• Participates in regular reviews and discussions with the management of programme/project sub offices on Programmes progress, revisions, implementation schedules and constraints, etc.;

4. Provides support to proper management of Donor reporting, focusing on achievement of the following results:

• Compile data and periodic statutory reports and analytical tables for donor on Programme delivery and UNRCO managed resources, as per donor regulations and contractual obligations.
• Liaise with RUNOs to obtain data/information on the latest programme expenditures.
• Act as a focal point in liaison with UNDP CO Operations on financial and/or programme matters and follow-up on issues raised by donor and ensure issues are resolved in timely manner.

5. Provides effective support to management support to the Project as follows:

• Support to Programme/project monitoring and management;
• Assists with organizing and holding seminars, conferences, trainings, and meetings;
• Prepare official letters to government and CSO partners and ensure their timely delivery;
• Prepare meeting notes and consolidated reports based on inputs from RUNOs;
• Control over the programme expenditures and coordination of funds delivery with management/operations;
• Provides interpretation services to missions when required;
• Any other tasks required for the smooth running and delivery of the Programme.

Competencies

Core Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional and Technical competencies 

Business Management

Monitoring:

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Customer Satisfaction/Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests. 
• Ability to anticipate client's upcoming needs and concerns.

Communication:

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Required Skills and Experience

Education:

• Bachelor’s degree in business administration, economics, development or social sciences, or other relevant field.

Experience:

• 4 (four) years of relevant administrative experience at national and/or international level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience of working with web-based management systems is desirable.
• Practical experience in procurement is an asset.

Language Requirements:

• Fluency in English and Russian.

Application:

• Applications without UNDP Personal history form (P.11) will not be considered. 
• Please upload P.11 form instead of CV and combine all your documents into one single PDF file as the system only allows to upload maximum one document.