Under the overall guidance and supervision of the Administrative Analyst, the Administrative Associate provides overall administration support and implements varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Administrative Associate promotes quality and results-oriented client support services.

Position Purpose:

The Administrative Associate works in close collaboration with the Operations, Programme and Project staff in the CO and other UN agencies to exchange information and ensure consistent service delivery.

• Ensures implementation of operational strategies, focusing on achieving the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
  • Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management in relation to Greening the Blue.
  • Support to the UN Common services and Business Operations Strategy (BOS) through opportunity analyses, planning framework, sharing data and common services activities.
• Travel Management
  • Coordinates and timely delivers the Travel Management Services provider’s contract and its deliverables, which include invoice review, unused tickets management, UN ticket discount management, etc.
  • Manages travel requests and reconciliations using Quantum and UN All systems. This includes tickets and DSA for both UN and non- UN suppliers.
  • Liaises with travel vendors about programme enhancements and client/traveler concerns.
  • Liaises with the UN partner agencies and other parties to the contract to ensure that the interests of the UNDP and partner agencies are adequately addressed.
  • Prepares the request for proposal for the travel LTA including data collection from UN agencies and travel agencies in coordination with the procurement unit.
  • Manages local and international travel related requests for UNDP, UNDSS and local travel for RCO.
  • Advises personnel on entitlements and travel routes using the Global Distribution System.
  • Ensures that processing of travel authorizations and travel claims are in line with travel entitlements for staff, consultants, UN and visitors, and that the travel arrangement follows POPP.
  • Responsible for the overall review process, including review and approval of tickets issuance, Travel Requests, Travel Claims and Expense Reports to ensure accuracy of all calculations, availability of budget and supporting documentation.
  • Manages the business process of the Travel and Expense module in QUANTUM including responding to GSSU cases
  • Identifies, generates and reviews periodically reports from the QUANTUM Travel and Expense module.
  • Analyzing the hotel market with the focus on price and quality of hotel services for annual submission of report to HQs and distribution of the Hotel list to all UN agencies.
  • Oversight of the annual DSA survey, including the hotel data collection, review, analysis, and submission,
  • Synthesis of data and conducts spot checks of the various travel-related expenses.
  • Trains staff members to carry out the spot checks and improves their understanding and compliance with policy in the processing of travel-related expenses.
• Performs Protocol Focal Point functions, focusing on achievement of the following results
  • Official UNDP liaison with the Protocol Department at the Ministry of Foreign Affairs,
  • Advises all international UNDP personnel and those of other agencies under UNDP umbrella, on:
    • General administrative matters and regulations pertaining to visas, residency, diplomatic ID, driving licenses etc…
    • matters related to their privileges and personal effects including their entitlements, shipments and customs related issues.
    • Prepares all documents pertaining to shipments and customs clearance arrangements for UNDP and other UN AFPs including IAEA.
    • Protocol support service to VIP missions including SG, USGs and ASGs visits.
• Responsible for Administrative Support Services & Asset Management
  • Plans and manages services provided by the registry, and general services clerk
  • Presents researched information needed for planning of financial resources for administrative services.
  • Follows up on UNDP Pos of goods and services and makes sure that payments and other administrative expenses are running smoothly.
  • Manages supplier data collection for submission to GSSU.
  • Manages protocol arrangements with MOFA for VIP missions including SG and ASGs visits, events, and workshops.
  • Provides advise on administrative services to the RC office and UN agencies.
  • Responsible for UNDP Asset Management which includes the following tasks.
  • Confirms receipt and approves all incoming equipment, furniture and supplies and schedules delivery to users.
  • Manages the data entry process.
  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling delivery to users.
  • Capitalization of appropriate items in accordance with UNDP’s policies governing assets, estimated useful lives, cost; and the relevant “CAP” and “NONCAP” profiles.
  • Utilization of the QUANTUM Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS.
  • Assist in physical assets’ disposal including preparation of RAD form and all other documents pertaining to disposal.
  • Tagging all furniture/equipment upon receipt from the supplier.
  • Updating of non-expendable property inventory record and tracking movement of furniture in the office.
  • Manages the annual physical inventory verification exercise by checking the accuracy of records and location of property.
  • Manages annual inventory reports.
• Administrative and logistic support for VIP missions and Supports E-Procurement processes and event- and travel arrangements.
  • Liaison with mission focal point to coordinate logistical arrangements for the VIP missions including.
  • Responsible for hotel and venue reservation for VIP and delegation.
  • Responsible for preparing Note Verbal to the Airport and other associated authorities for access to VIP area and other procedures upon arrival and departure at the airport.
  • Coordinates with MOFA, UNDSS and the mission focal point to ensure smooth implementation of the mission schedule from arrival to departure.
  • Convoy management for missions including SG and ASG visits in coordination with the UNDSS and MOFA.
  • Ongoing liaison and coordination throughout the visit to effectively adjust arrangements as and when required.
  • Handling Micro purchase processes for effective and timely delivery while ensuring compliance with UNDP’s standard procurement procedures, guidelines, rules, and regulations.
  • Managing and prioritizing E-procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/ Assistant including E-procurement for RC office and other UN Agencies.
  • Tracking all E-Procurement processes up to delivery, acceptance, and payment.
  • Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met; Document preparation for CAP submission; follow up on CAP requests and liaises with requesting units.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
• Supervisory/Managerial Responsibilities:
  • Supervision of office messengers who are responsible for the preparation of conference room, supervision of cleaners, office support including photocopying papers, checking on equipment and providing support in several areas during events held at the UNDP office.