Organizational Context:

Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position-specific job opening is being published for the position of Administrative Associate in Kyiv, Ukraine. Under the overall supervisor of the Head of Administration & Finance Unit, the incumbent reports to the Administrative Officer. The Administrative Associate is responsible for ensuring the effective delivery of general administration, travel, and logistical services support to OCHA/Ukraine offices and operations consistent with UN rules and regulations. The Administrative Associate leads and provides guidance to OCHA Offices in Ukraine administrative staff, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.

Functions/Key Results Expected 

Summary of Key Functions:  

• General Administration and Travel support
• Logistical support
• Contract Administration

Within delegated authority, the Administrative Associate will be responsible for the following duties:

Provides efficient support to general administration and travel:  

• Full compliance of operations with UN/OCHA/UNDP rules, regulations and policies, effective implementation of corporate operational strategies, achievement of management targets, monitoring, and reporting of results;
• Liaise with the UNDP Country Office (Finance unit) to ensure that the provision of all OCHA related travel related reimbursements are processed in an efficient and timely manner;
• Knowledge building and sharing with regards to travel and general administrative operations, contributing to OCHA’s best practices.
• Coordinate events, such as meetings, workshops and serve as a focal point in all events related functions admin logistics requirements;
• Support travel and related activities of staff within country, external travels in collaboration with other colleagues responsible for travel process.
• Purchase train tickets and keep track of this expenditure.
• Provides guidance, training and daily supervision to other general service staff in travel module
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Logistical support: 

• Participate in planning and providing information for resource planning identifying the needs of the OCHA Ukraine Office including field focal points;
• Follow up on receipt of all requisitions and orders in coordination with Procurement/Supply personnel and update on tracking and report on status and propose on timely action;
• Participate in record keeping, update, and inventory of goods, services and properties of OCHA within the Umoja and other System, reconciling regularly with physical inventory;
• Serve as a focal point in travel and cost recovery of telecommunication services.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.

Contract Administration:

• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.

Performs other duties as required

Competencies and Critical Success Factors

Competencies

Professionalism:  Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative and financial rules and regulations in work situations.  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making.

Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience:

Education:

High school diploma or equivalent is required. University Degree in Public or Business Administration, Social Sciences, Economics, Finance or any other related fields is desirable, but not a requirement.

Experience:   

• A minimum of seven (7) years (with secondary education) or four (4) years (with Bachelor degree) of relevant experience in administration, office management or programme support service or related area is required.
• Experience in the usage of computers and office software packages (Windows, MS Word, Excel, internet/Web, etc.) is required.
• Good knowledge of Administration/Operations is required.
• Certification in administration desirable.
• Experience in using UN ERP system (Umoja) in travel and Logistics is highly desirable.
• Experience working with the UN or other international organizations is desirable.

Language Requirements: 

• Fluency in English and Ukrainian (written and spoken) is required.
• Fluency in Russian is desirable.

Note: Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)

Disclaimer

Applicant information about UNOCHA rosters

Note: UNOCHA 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 UNOCHA at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

• UNOCHA 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.
• UNOCHA 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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