Administrative Associate (Multiple post)

Ashkhabad

Organization: UNDP - United Nations Development Programme
Location: Ashkhabad
Grade: Level not specified - Level not specified
Occupational Groups:
- Operations and Administrations
Closing Date: 2023-05-22

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.

UNDP Turkmenistan has health programme that includes projects funded by the Global Fund, the World bank and the Government of Turkmenistan (GoT). Since 2016, the GoT provided more than $67 million funding for health projects implemented by UNDP. Recently in February 2023 the Ministry of Health and Medical Industry of Turkmenistan (MoHMI) and UNDP signed two projects for improving the national lab capacities for clinical diagnosis of diseases (Lab Project) and provision of medicines necessary for prevention and treatment of non-communicable diseases and for maternal and child health in Turkmenistan in 2023-2024 (NCD-2 Project).

The Lab Project is the first such project in Turkmenistan, aiming to ensure availability, accessibility, reliability, and most-up-to-date laboratory investigations for accurate and timely diagnosis of the most common diseases, such as common infectious, non-infectious diseases, surgery, emergency cases, maternal and child health, and others. The project will focus on the laboratory capacities of the primary, secondary and tertiary health care facilities. The project with the total budget of $18 mln will be implemented in 2023-2024.

NCD-2 project is continuation of the previous such project and will deliver quality assured essential medicines for NCDs and maternal and child health, as well provide technical assistance with improving NCD control and overall strengthening of the national health system. The project with the total budget of $60 mln will be implemented in 2023-2024.

For implementation of the projects UNDP Turkmenistan recruit the dedicated project team including two Administrative Associates to provide operational, financial and administrative services to both projects. The Administrative Associates will work under the supervision of the project managers, and in close collaboration with the project team, UNDP Country Office and headquarters, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

The Administrative Associate working under the supervision of the Project Manager and in close cooperation with PIU, will be responsible for performing of the administrative support functions, which may include clerical work such as personnel, finance, filing/ registry, logistics and procurement in accordance with time frame and available budget.

More specifically, the Administrative Associate will perform the following duties:

Ensure provision of administrative services, focusing on achievement of the following results:

Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
Provide support to periodic inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
Provide support to asset exercise; keep an updated list of project assets;
Maintain documents filling system;
Prepare minutes of the meetings and translate various documents;
Perform other related administrative duties as necessary.

2. Ensure provision of basic financial services and assistance in project budget management, focusing on achievement of the following results:

Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments;
Ensure timely submission of correctly completed travel claims through UnALL/ Quantum platforms if required by corporate business processes;
Undertake cost estimates for different activities according to the needs of projects;
Assist in developing detailed project budgets for all activities and outputs;
Assist in monitoring of project budget in terms of expenditures according to the work plan;
Assist in preparing quarterly expenditure reports;
Keep records of all project-related financial documentation and maintain them available when required by the Project Manager;

3. Provide effective logistical services to project, focusing on achievement of the following results:

Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services;
In coordination with Project Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs;
Assist to project personnel and consultants to create/ prepare Travel Authorizations with proper supporting documents through UnALL/ Quantum platforms if required by corporate business processes;
In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials;
Assist in customs clearance procedures by preparation of a package of necessary documents;
Make necessary arrangements for registration of projects, publications and other printing materials;
Arrange translation of documents when required;

4. Ensure provision of basic procurement services to project, focusing on achievement of the following results:

Assist in development of procurement plan for the project through UnALL/ Quantum platforms if required by corporate business processes;
Assist in wide dissemination of tender announcements among potential national/ international suppliers;
Act as Secretary for procurement evaluation panels facilitating receipts of offers, clarifications, their analysis, reference check and writing final evaluation report;
Create e-requisitions for any types of procurement in UnALL/ Quantum as required by corporate business processes and ensure correct use of chart of accounts;
Assist Project Manager in preparation of all supporting documents for contract management (creation/ extension/ termination);
Create receipt of goods in Quantum upon delivery of goods and prepare transfer report if required;
Arrange purchase process using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary, simple equipment in UnALL/ Quantum as required by corporate business processes;
Assist in provision of detailed information on procurement issues during project audit exercise;
Maintain procurement documents filling system.

Institutional Arrangement

The Administrative Associate will be based in the project office in Ashgabat. In addition, s/he is expected to travel as necessary to various parts of the country where the Project is implementing activities.

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

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Administration & Operations	Registry & correspondence management	Ability to collect, register, maintain and deliver mail; ability to manage archives
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source
Administration & Operations	Events management (including retreats, training and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance	Accounting (General)	Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Business Management	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.
Business Direction and Strategy	Effective Decision Making	Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Management	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.

Required Skills and Experience

Education:

Completion of Secondary Education is required or
Bachelor’s degree in management/ business/ public administration/ financial management/ economics and any other related fields will be given due consideration

Experience:

Minimum 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of administrative, including procurement and logistics, and/ or finance support experience in public or private sector;
Administrative experience including procurement, logistics and financial support in implementing development projects, especially within the UN system or other international development agencies is an asset;
Close familiarity with the operations and rules of UNDP is not a requirement but will be viewed as advantage;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, and experience in handling of web-based management systems;

Languages:

Fluency in Russian and English (writing, speaking and reading).
Knowledge of Turkmen language is an asset.

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 citizensh 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.

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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