Administrative Associate

The IEO has six Workstreams: Country Programme Evaluation; Corporate and Thematic Evaluation; Synthesis and Lessons, Capacity Development and Decentralized Evaluation; Knowledge and Data Management and Operations and will regionalize its operations from 2023. The IEO has fiduciary responsibilities for the UN Evaluation Group Secretariat Procurement and Finances operations.

Position Purpose

Under the guidance and supervision of the Chief of Section, Operations, the Administrative Associate provides functional support to IEO operational processes including general administration, and human resources and supporting procurement and finances. The Administrative Associate promotes a client-focused, quality and results-oriented in the Unit.

The Administrative Associate may temporarily supervise clerical and support staff of the office. The Administrative Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex operational-related issues and information exchange.

• Maintain full compliance of payments, and/or travel processes with UN/UNDP rules, regulations, policies and strategies; effectively implement the Internal Control Framework.
• Interaction with the clusters and Treasury to secure payment processes are in accordance with the committed KPIs.
• Support the Supervisor in preparing the reports for external stakeholders
• Support the Finances Associate in preparing and/or presenting reports in the IEO, in collaboration with the rest of the Operational Team
• Prepare and submit non-PO invoices
• Timely collaborate with the Finance associate to update the monthly payment distribution datasheet to monitor the annual allocation execution
• Support Staff Members with non-travel related F10 submissions.
• Perform other  administrative-related tasks as assigned by the Supervisor or the IEO’s Directorate.

Support to regional financial processes:

• Support the Finances Associate in preparing the regional budgets for the office and projects and their implementation monitoring.
• Backup the Finances Associate organizing and inputting budgets processes in Quantum when needed. 
• Backup the Finances Associate to take timely corrective actions on PO and non PO invoices with budget check errors and other problems.
• Contribute to the preparation and presentation of reports on Finances in the IEO, in collaboration with the rest of the Operational Team

Support the UNEG’s Secretariat:

• Support UNEG’s Secretariat by liaising with the different Working Groups to identify their operational requests
• Transfer the procurement and HR request to the corresponding Focal points in the IEO’s Operations team
• Prepare, input, monitor, and periodically report on the UNEG Budget to the UNEG Treasurer and Secretariat.
• Prepare, input, and follow up payments instructed by UNEG.
• As Travel arranger, support UNEG requested working missions.
• Liaise with the Operations team to create and support Suppliers working for UNEG.
• Conduct and present data analytics based on UNEG-related information extracted from the ERP.
• Other ad-hoc administrative tasks for UNEG instructed by the IEO Chief of Section Operations or the IEO’s Directorate

Provision of logistical and administration services:

• Support the organization of IEO organizational events
• Support IEO in its overall office administration needed including coordination of deliveries, , and office purchase
• Other similar tasks assigned by the Supervisor.

Facilitation of knowledge-building and knowledge sharing:

• Organization of training for the operations, and evaluation staff on Human Resources or other operational areas as needed.
• Synthesis of lessons learned and best practices in Operational areas, especially in Human Resources and personnel support..
• Sound contributions to knowledge networks and communities of practice.

Achieve Results:

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: 

• Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

• Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

• Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical:

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

Finances – Budget Management:

• Ability to support budgetary aspect of work planning process, drawing and management of team budgets

Procurement – Procurement Management:

• The ability to acquire goods, services or works from an outside external source

Business Management – Project Management:

• Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals

Administration & Operations – Utilization of corporate credit card:

• Ability to ensure proper use of corporate credit card for official use; knowledge of relevant policy and procedures

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.
• Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Direction & 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.