Administrative Associate

Ashkhabad

Organization: UNDP - United Nations Development Programme
Location: Ashkhabad
Grade: Level not specified - Level not specified
Occupational Groups:
- Operations and Administrations
Closing Date: Closed

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.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with other UN entities and international organizations. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time.

UNDP Turkmenistan was appointed by the Country Coordinating Mechanism (CCM) as the Principal Recipient (PR) for implementation of the TB grant from the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) in 2010. Up to date, UNDP has implemented TB grants with total budget of more than $33.1 million. The implementing partners of the Global Fund grant are Ministry of Health (MoHMI), Ministry of Interior (MoI), World Health Organization (WHO), National Red Crescent Society (NRCS) and the National TB Programme (NTP).

In 2021-2024 Turkmenistan implements Transitional TB grant aiming at full exit from the Global Fund support by the end of 2024. In the transitional grant UNDP’s role is to support MoHMI and NTP with building national policies and capacities for the successful transition to full domestic funding of the TB grant and at the same time to maintain universal access to TB prevention, diagnosis and treatment services of good quality and applying patient-centered interventions during the transition period. Global Fund also funds COVID-19 response activities through C19RM funding.

Besides Global Fund grant, UNDP country office also implements financing agreements (FA) funded by MoHMI aiming at procurement of quality-assured health products (reagents, commodities, medicines, medical equipment) for the needs of national programmes for infectious diseases and non-infectious diseases (NCD). Since 2016, MoHMI provided to UNDP $35.1 million for infectious disease and $32,7 mln for NCD. The project on infectious diseases funded by MoHMI complements the Global Fund’s grant and contributes to implementation of the plan for sustainability and transition of the National TB Programme to full domestic funding by 2024.

UNDP Turkmenistan is looking to recruit a qualified individual to join its health team, for provision of administrative support to the TB grant in accordance with UNDP rules, policies and procedures and corporate agreements with the Global Fund.

Duties and Responsibilities

Under the guidance and supervision of the Health Programme Specialist, the Administrative Assistant provides support to the health cluster, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

Administrative services;
Implementation of operational strategies;
Support in gender equality and women’s empowerment
Support to knowledge building and knowledge sharing.

Ensures effective administrative support, focusing on achievement of the following results:

Provide general administrative support to ensure the smooth running of the programme activities;
Drafting official correspondence, such as Nota Verbal, letters, note to file, Requests for Contracts/ POs etc. in English, Russian;
Translation of various project documents in three languages: English, Russian, Turkmen.
Arrangements of travel and hotel reservations, preparation of travel authorizations and F10, processing requests for visas, identity cards and other documents;
Administrative support to meetings, conferences, workshops, retreats and other events;
Custodian for management of office stationery supplies and asset management;
Maintenance of the filing system for administrative documentation ensuring safekeeping of confidential materials;
Maintains rosters of essential contacts and telephone lists;
Assistance in the preparation of budget;
Ensures that all assets in the custody of health portfolio are recorded, and a log of movements of assets is kept;
Perform other admin duties as required by the management;
Management of all assets under GF Programmes in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of asset on sites, asset transfer, disposal, write-off and synchronization of Asset Inventory and ATLAS;

Implementation of operational strategies:

Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes.

Support gender equality and women’s empowerment implementation

Support gender mainstreaming in the implementation of admin policies and regulations;
Support the institutional and technical capacity of the health portfolio team and stakeholders on gender responsive operations;
Ensure coordination with the gender focal points to dedicate and keep track of the required gender reporting.

Support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Systematic gaining and sharing of knowledge and experience related to project administration, GFATM news and requirements.
Providing support and advice related to GFATM programme to the national counterparts;

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 nowledge, 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 & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

Administration and Operations

Documents and records management

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

Administration & Operations

Registry & correspondence management

Ability to collect, register, maintain and deliver mail; ability to manage archives

Administration & Operations

Events management (including retreats, training and meetings)

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

Partnership management

Relationship management

Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Ethics

UN policy knowledge - ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education:

Secondary education or
University degree in any field will be given due consideration;

Experience:

At least 6 years(with secondary education) or 3 years (with university degree) of experience in providing administrative support in public or private sector.
Knowledge of the UN rules and regulations;
Knowledge of the Global Fund funding mechanisms is an asset.

Language requirements:

Fluency in English, Russian, Turkmen

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

This vacancy is now closed.
However, we have found similar vacancies for you: