Administrative Associate

Background

 

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.

 

This position is located in UNEP India Office in New Delhi.  This position is valid for one year with possibility of extension subject to availability of funds.

Under the overall supervision of the head of the country office, and the direct supervision of the Programme Management Officer, 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.
 
The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the India Office and the Asia Pacific Office to exchange information and ensure consistent service delivery.

Duties and Responsibilities

 

Under the overall supervision of the head of the country office, and the direct supervision of the Programme Management Officer, 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.
 
The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the India Office and the Asia Pacific Office to exchange information and ensure consistent service delivery.

 

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

    Full compliance of administrative activities with UNEP and UNDP rules, regulations, policies and strategies.
    Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
    Preparation of administrative team results-oriented workplans.
    Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.  
    Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
    Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
    Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.    
    Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. 
    Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Atlas and Umoja. 
    Monitors staffing table and prepare relevant statistical data/charts.  

2.) Ensures efficient administrative support, focusing on achievement of the following results:
1.    Organization and coordination of shipments and customs clearance.
2.    Coordination of travel arrangements. Performing a Buyer role in Umoja for preparation of POs for travel and other administrative expenses.
3.    Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
4.    Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
5.    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.
    Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; 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.
    Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.   
    Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
    Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for 
services; physical space planning; identification of office technology needs and     maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
    May be responsible for guiding, training, and supervising the work of more junior General Service staff.
    Assisting staff with administrative procedures knowledge building and knowledge sharing in the CO.
    Briefing/debriefing of staff members on issues knowledge building and knowledge sharing in the CO.

3.) Provides support to proper supply and assets management, focusing on achievement of the following results:
    Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports.
    Coordination of the provision of reliable and quality office supplies.

4.) Provides support for effective 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 Umoja. 
    Provision of the information for the audit.
    Assists in the preparation and review of financial and human resource proposals/requirements.  Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.   
    Monitors expenditures and compares with approved budget; prepares adjustments as necessary. 
    Assists managers in the elaboration of resource requirements for budget submissions. 
    Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
    Prepares or customizes financial reports from Atlas and Umoja system generated reports.
    Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

5.) Provide Support to Head of County Office, India
    Fixing meetings with stakeholders (Government, Partners, NGOs etc)
    Screening of all incoming communications, filter outgoing correspondence for signature, clearance and further action by other staff, wherever possible. 
    Efficient management of the Country Head’s schedule.

Supervisory/Managerial Responsibilities: NA 

Competencies

CORE: 

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 

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

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.

Operations Management  

 􀂇Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
􀂇 Knowledge of relevant concepts and mechanisms

Audit and Investigation    

Financial and Managerial Accounting and Finance key concepts:    Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc

Procurement concepts, processes, and management : Knowledge of procurement processes and management

External Relations and Advocacy    

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 and Operations    

Documents and records management 
    Overall document (hard or electronic) management; registry and retention policy including storing and archiving 

 

Required Skills and Experience

 

Education:

Secondary Education or a University Degree in Finance, accounting, Business or Public Administration are desirable.

 

Experience:
Secondary with 6 years OR 3 years (3 years with Bachelor’s degree) of progressively responsible experience in office management, secretarial, administrative services, finance, accounting, audit, human resources public relations /communications, protocol and/or related area is required.
•    Language requirements:
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of Indian language is desirable.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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