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Administrative Associate

Sarajevo

  • Organization: UNDP - United Nations Development Programme
  • Location: Sarajevo
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2023-05-17
Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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.

 

In Bosnia and Herzegovina (BIH), in line with its 2021-2025 Country Programme, UNDP focuses on sustainable and inclusive growth, people-centred governance and social cohesion. UNDP is fully committed to support BIH with regards to its Agenda 2030 commitments as well as the European Union (EU) accession process. The UNDP Country Programme Document for BiH outcomes correspond to three outcomes of the UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025 (outcome 1 on resilient, sustainable and inclusive growth, outcome 4 on accountable and transparent governance systems, and outcome 5 on social cohesion and trust).

 

The Administrative Associate will work under the overall supervision of Head of Operations/Assistant Resident Representative and direct supervision of Head of General Services. Administrative Associate provides support to office operations, performing a variety of standard administrative processes 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.


 
Duties and Responsibilities
  1. Travel Administration
  • Arrangements of travel reservations and calculation of Daily Subsistence Allowances (DSA) and other travel costs;
  • Creation and clearance of travel requests and travel claims in Travel and Expenses (T&E) Module ensuring full compliance of UN/UNDP rules and regulations, policies and strategies on travel management;
  • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;
  • Hotel reservations for visiting UN/UNDP officials;
  • Processing requests for visas and issuance/renewal of travel documents;
  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
  • Preparation of routine correspondence, memoranda and reports in accordance with CO Standard Operations Procedure (SOP);
  • Reconciliation of settlements to be paid by the Finance Unit;
  • Collection and analysis of market situation in travel service area;
  • Conducting surveys/biddings for travel services;
  • Contribution to the selection process and issuance of Long Term Agreements (LTAs) for travel and hotel services;
  • Keeping records of all relevant documents related to the Travel Module (including the ATKT invoices)

 

     2. Administrative and Logistics Support

  • Perform a function of Supplier Admin
  • Collection of information for administrative surveys (cost of living, hardship survey, daily subsistence allowance (DSA) survey);
  • Support to the Common Premises and Services management while providing the following duties:
  • Keeping updated records on office space occupied by the agencies and UNDP projects/programmes
  • Keeping updated records of staffing list and seating arrangements in the offices
  • Providing the Finance Unit with the updated information on all changes in office space and staff each month.
  • Maintaining respective filing systems, ensuring safekeeping of confidential materials.

 

    3. Driver’s and Vehicles’ Pool Administration

  • Support to Vehicles’ fleet management (organization of vehicles maintenance (regular, ad hoc), registration of vehicles, checking vehicle daily logs, maintenance of the system with vehicle history reports etc.);
  • Drivers’ and Vehicles’ Pool administration and records’ keeping, 
  • Supporting issuance of driver’s waivers; keeping records and updates of issued driver’s waivers and follow up on expiry dates;
  • Providing inputs for CO plans for vehicles’ fleet management (procurement of tires, spare parts and similar, sale/write off) based on the annual use and other factors;
  • Preparing all required documentation for transfer, temporary custody and hand-over of vehicles; 
  • Verifying correctness of the inputs in Vehicles’ and Drivers’ database – use of drivers and vehicles; 
  • Preparing requests for payment of roster drivers on a monthly basis;
  • Keeping track and records on the maximum payment days allowed for each driver;
  • Preparing COP for each driver;
  • Reviewing and certifying UNDP vehicles’ and drivers’ invoices for correctness prior to their submission to Finance;
  • Maintaining files of fuel providers (consumption cards);      

The incumbent will work under direct supervision of the Head of General Services Unit and overall supervision of Head of Operations/Assistant Resident Representative. The Administrative Associate will supervise work of roster drivers.

 
Competencies
Core  
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

 

Cross-Functional & Technical competencies

Thematic Area Name Definition
Business Direction & Strategy Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome

Knowledge and understanding of the operational frameworks in the organisation and ability to make good judgments and quick decisions within such frameworks
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
Administration & Operations Travel contract management Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts
Administration & Operations Travel policy and procedures Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Administration & Operations Vehicle management

Knowledge of policy & procedures on fleet management;

Ability to analyse data

Required Skills and Experience
 
Education:
  • Secondary School; Certification in administration is desirable;
  • Bachelor’s degree in Business or Public Administration will be considered as an advantage.
Experience:
  • Minimum six years (with secondary education) or three years (with BA) of relevant administrative or project support experience is required at the national or international level;
  • Experience in travel organisation;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web based management systems.

Required skills:

  • Demonstrating/safeguarding ethics and integrity;
  • Understands the main processes and methods of work regarding the position;
  • Ability to report to internal and external clients in a timely and appropriate fashion.
Desired skills in addition to the competencies covered in the Competencies section:
  • Being skilled in data sorting (advance knowledge of Excel), data cleaning, survey administration;
  • Ability to quickly shift from one task to another to meet multiple support needs;
  • Experience in vehicle management would be an asset.

Required Languages:

  • Working knowledge of English and local languages (Bosnian/Croatian/Serbian).
Disclaimer

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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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