Administrative Associate

Under the overall guidance and supervision of the Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, 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 the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

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

Example of Duties:

• Full compliance of administrative activities with UNDP rules, regulations, policies and strategies.
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2) Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Example of Duties:

• Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
• Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• 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.
• Submission of information on administrative services provided for cost-recovery bills

3)Provides support to proper supply and assets management, focusing on achievement of the following result:

Example of Duties:

• Coordination of assets management in the CO, 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 records 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 a Travel vendor set-up information in Atlas/Quantum;
• Review of data integrity in the database, analysis of results and initiation of corrective actions when necessary.
• Proper inventory control; supervision of proper issuance of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Assistance in the preparation of budget, and other reports.
• Provision of researched information for the CO audit exercises.

17. Maintenance of common services to ensure integrated activities on common services and implementation of the UNDP reform.
18. Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
19. Effective and proper maintenance of UNDP premises including regular maintenance of power supply and well-functioning of the office. 

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

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

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

Business Direction & Strategy Strategic Thinking

Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions

Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Development Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for conte[t, or responsive to a stated need

Business Development Integration within the UN

Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Business Management 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

General Event planning and execution

Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.

Administration & Operations Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• Secondary education is required
• A Bachelor’s Degree or equivalent in in Business or Public Administration will be given due consideration

• Minimum 7 years of work experience OR a Bachelor’s degree with 4 years of relevant experience in administration or programme support service in combination with secondary education OR at least 4 years of relevant working experience with university degree is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems
• Language requirements: Fluency in English, Uzbek, Russian.