Administrative Associate - Tenders Global
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Administrative Associate

United Nations Department of Global Communications (DGC)

tendersglobal.net

JOB DESCRIPTION

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-centered 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 Associatewill work under the overallsupervision of Head of Operations/Assistant Resident Representative and direct supervision of Head of Admin Unit. 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
  • Travel arrangements 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 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 of information/bids and preparation of analysis for travel service market;
  • 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 (registration/modification and acting as focal point for supplier registration process);
  • Collection of information for administrative surveys (cost of living, hardship survey, daily subsistence allowance-DSA survey);
  • Maintaining filing systems, ensuring safekeeping of confidential materials.

3. Driver’s and Vehicles’ Pool Administration

  • Support to verifying inputs in Vehicles’ and Drivers’ database – use of drivers and vehicles;
  • Support to Vehicles’ fleet management including: scheduling drivers/vehicles according to received requests, scheduling maintenance (regular, ad hoc), registration/insurance process, regular entry of all relevant data in the vehicle monitoring data base (maintenance, fuel consumption, procurement of tires, etc.) and maintaining relevant filing;
  • Maintaining filing system on drivers / vehicles including issuance and extension of driver’s waivers;
  • Providing inputs for CO plans for vehicles’ fleet management (procurement of tires, spare parts and similar, sale/write off) based on planned use and other related factors;
  • Preparing required documentation for transfer, temporary custody and hand-over of vehicles;
  • Preparing certificate of payment (COP) for drivers and keeping track of use of days under each driver contract (NPSA/IC);
  • Support in reviewing and certifying UNDP vehicles’ and drivers’ expenses prior to payment submission.

Institutional Arrangement

The incumbent will work under direct supervision of the Head of Admin Unit and overall supervision of Head of Operations/Assistant Resident Representative.

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
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 the usage of computers and office software packages (Microsoft Office package, etc.)
  • Experience in handlingof web based management systems
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • Ability to identify discrimination, address it, and maintain an enabling working environment based on fairness, respect and freedom from any forms of harassment and abuse
  • Ability to apply gender sensitive language in every day work
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.
Scam warning
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