Administrative Associate

Office/Unit/Project Description

UNDP Pakistan is an important partner of the Government of Pakistan for achieving national development goals and international commitments. Through extensive networking within the international development community, UNDP endeavours to bring global experience to the doorstep of Pakistani policymakers at all levels. Resources of priority and innovation interventions are mobilized from a gradually diversification group of partners, including donors, NGOs, the private sector and local communities.

In Pakistan, UNDP started in February 1960 as United Nations Special Fund to promote social progress and better standards of life and advance the economic, social and technical development of Pakistan. UNDP, as we know it now was established in 1965 by General Assembly of United Nations.

Since then, UNDP has supported the successive national and provincial governments in this country in the formulation of national strategies and policies, capacity building of institutions, community mobilization, early recovery from disasters and internal displacement, reduction of poverty, gender mainstreaming, environmental management, climate change management, restoration and preservation of natural habitats, income generation policies and empowerment of legislatures and parliament.

a)    Rationale / background and the objectives of the unit or project

United Nations Development Programme (UNDP) has been managing Common Premises at the Sub-Office Peshawar and is a lead agency for the provision of building management and ICT services to all UNDP Khyber Pakhtunkhwa projects and programmes and to three UN Agencies that are based in UNDP sub-office premises.  

b)    Scope of Work

Under the direct supervision of the Head of Sub-Office with matrix reporting to the Head of the General Admin Unit, the Administrative Associate provides support and oversight of office operations, performing a variety of standard administrative processes, and 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 sub-office and other UN agencies staff to exchange information and ensure consistent service delivery.

Specific responsibilities would cover the following:

•    Efficient administrative oversight and support
•    Support to network administration
•    Oversight of common services and common services team in the Peshawar sub-office.
•    Support to knowledge building and knowledge sharing.
•    Support to other UN agencies based in Sub-Office Peshawar.
 

I.    Ensures implementation of operational strategies, focusing on the achievement of the following results:

•    Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
•    Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
•    Provision of inputs to preparation of administrative team results-oriented workplans.

II.    Ensures effective and efficient functioning of motor pool services, focusing on the achievement of the following results:

•    Coordinate all daily vehicle movements required by the sub-office; arrange and implement detailed daily work plans for drivers.
•    Maintain the computerized database of vehicle records.
•    Manage and monitor vehicle maintenance in close coordination with the motor pool.
•    Coordinate the routing of the drivers in close liaison with UNDP Security and UNDSS to ensure safe and secure routing in compliance with safety and security operating procedures.

III.    Ensures effective administrative support, focusing on the achievement of the following results:
•    Prepare the guidelines for the use of common premises and their implementation.
•    Manage and monitor the maintenance of common premises, including common areas: cleaning, gardening, and building (including painting, plumbing, and carpentry).
•    Rodent and pest control and effective waste management.
•    Ensure proper maintenance of equipment, including heating, ventilation, air conditioning, UPS, generator and conference facilities.
•    Coordinate and support on space allocation based on current and future space requirements of the participating agencies based upon the approved staffing plans.
•    Ensure the efficient and effective functioning of the common premises, and in accordance with applicable UNDP rules, regulations, policies, and standard procedures.
•    Manage and oversee the effective provision of utilities, including electricity, water and sewage.
•    Assist in the allocation, recovery and redistribution of office space within the common premises.
•    Maintain the record of supporting documents for payments.
•    Draft terms of reference for support staff and undertake follow-up with the relevant units on the recruitment process.
•    Preparation of the procurement plan for Building a Management System and monitoring and supporting its implementation.
•    Provision of support and oversight in timely and cost-effective building management services.
•    Oversee maintenance of office infrastructure, technology and equipment.
•    Arrange internal and external meetings and effectively liaise with other units and projects. Serve as secretary for the meetings and follow up regarding the implementation of the decision.
•    Coordinate and provide support to administrative and logistical arrangements for meetings, workshops conferences.
•    Oversee the stationary request and keep a record of the stationary distribution
•    Assist in processing financial claims and facilitate approval, ensuring appropriate documentation and record keeping in accordance with UNDP Policies.
•    Follow up on deadlines, commitments made, actions taken, and coordination of collecting and submitting the reports to the Head of the unit.
•    Draft weekly sub-office reports and monthly programme updates based on inputs received from the projects and submit to the Head, Sub-office.

IV.    Provision of oversight and support to office maintenance, assets management and Business Continuity Plan (BCP), focusing on the achievement of the following results:

•    Oversight of maintenance of common premises and common services in the sub-office.
•    Preparation of reports and maintenance of records on assets management.
•    Oversight and maintenance of files and records relevant to office maintenance.

• Assist in preparing of Business Continuity Plan (BCP) at the provincial level.
•    Support in updating BCP documents with the coordination of all units.

V.    Support knowledge building and knowledge sharing in the CO, focusing on the achievement of the following results:

•    Participation in the training for the operations/projects staff on administration.
•    Sound contributions to knowledge networks and communities of practice.
 

Competencies

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work 
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking 
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning 
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process 
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously 
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships 
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, consider in decision-making  

 Cross-functional & Technical competencies 

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 and Operations

• Building, facilities and office space management: Knowledge and ability to facilitate the renovation and upgrade of offices; negotiate technical agreements to ensure fully operational building infrastructure and services; design standard operating procedures (SOPs) for premises and facilities 
  including space standards; manage premises and facilities; validate financial statement notes on 
  leasehold data

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.                                                                                                           

Business Management

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

Knowledge Generation

• Knowledge Generation: Ability to research and turn information into useful knowledge relevant to the context or responsive to a stated need.

• Innovation Management: Ability to navigate uncertainty and ambiguity, is able to manage project-based principles of adaptation and emergence

• Integration within the UN: Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations