Administrative Associate – Common Back-Office

As all countries around the globe are seeking new ways to address complex and interconnected challenges such as shocks from crises, economic stagnation, inequality and poverty, providing access to clean and affordable energy, protect the environment, or mitigating and adapting to climate change, UNDP aims to develop integrated responses to these issues.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). In addition to multi-lateral and bi-lateral partnerships, UNDP provides countries with specialized integrated technical services for eligibility assessment, programme/project formulation and implementation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

The UNDP Country Office (CO) in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improvement of governance effectiveness, reduction of poverty and inequalities and addressing climate change and biodiversity issues.

In the pursuit of aligning organizational resources with UNDP strategic objectives and serving as the overarching framework to propel the operational reform agenda and streamline the United Nations’ (UN) operational presence in Brazil, the Country Office (CO) has structured its functional organization into three primary domains: the management support functions, the Programme team, and the Operations Team. The Operations Team is further comprised of units encompassing Finance, Human Resources (HR), Support to Projects, and the Common Back Office (CBO), which encompasses common services for the UN House, including Information and Communication Technology (ICT), Administration and Logistics, Procurement and Travel, and HR services tailored for UN entities and Protocol. All of these units bear the responsibility for ensuring the adherence to UN principles and UNDP policies and procedures in the realm of operational functions.

The Operations Team plays a pivotal role in enhancing the efficacy of UN operational services and UNDP Brazil. It does so by crafting a comprehensive service delivery platform aimed at providing operational solutions to all UN entities and UNDP programs and projects. Moreover, it coordinates operational services and explores their potential expansion to the UN Common Back Office.

The Administrative Associate- Common Back Office is dedicated to fostering a client-centric, quality-focused, and results-oriented approach. Close collaboration is maintained with UNDP Operations, Programme, and project personnel within the CO, as well as the UN Operational Management Team (OMT) and UN entity staff to facilitate the exchange of information and ensure the consistent delivery of services. Collaborative efforts are maintained with the members of the CBO Management team, the OMT, and relevant UN personnel within the UN House to facilitate the exchange of information and ensure the consistent delivery of services.

Furthermore, the Administrative Associate operates under the overall guidance and direct supervision of the UNDP Operations Manager in her capacity as the Common Back Office Manager, contributes to the comprehensive management of the UN House. The CSA assumes responsibility for overseeing a spectrum of interconnected operational and logistical activities within the C and is responsible for the administration and execution of processes and transactions pertaining to UNDP Administrative and Logistics matters, consistently upholding high standards of quality and accuracy, in alignment with sustainability principles outlined in the “greening the blue” initiative. 

The Common Back Office Administrative Associate works in close collaboration with the OMT, UN Entities, UNDP Operations, Programme and projects staff in the CO to exchange information and ensure consistent service delivery. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Ensure full compliance of administrative and logistical support is provided to the Common Back Office and the Country Office.in accordance with rules, regulations, policies and strategies. 
• Develop CO and UN House administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs), including the Key Performance Indicators (KPIs)
• Prepare administrative team results-oriented workplans.
• Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.
• Coordinate the provision of reliable and quality office supplies. 
• Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies. 
• Provide support for protocol matters, registration of staff, space, coordination with local authorities, and other administrative matters. 
• Ensure maintenance of common services to ensure integrated of common services activities and implementation of the UN reform.

• Prepare and submit periodic inventory and asset management reports, coordinate physical verification of inventory items. 
• Ensure proper inventory control and supervise proper issuance of inventory items and supplies. 

• Provision of quality review of regular financial reports, and work with relevant CBO and UNDP personnel.
• Ensures requisitions and payment are raised in timely in the UN financial management system ‘QUANTUM’.
• Coordination of invoicing and cost-recovery pertaining to CBO common premises/services contributions and use of services.
• Maintenance of administrative control records such as commitments and expenditures; Proper control of supporting documents of funds and activities.
• Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises. 
• Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements. 
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary. 
• Review travel authorizations, documentation, payments
• Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.

• Ensures proper coordination of administrative back-office functions by providing effective coordination, guidance and supervision of the service desk, protocol, service desk and receptionist services delivery, processes and staff.
• Organize training for the operations/projects staff on administration. 
• Provide sound contributions to knowledge networks and communities of practice.
• Provide supervision and guidance to protocol, registry and Service Desk services delivery and processes.
• Together with the technical units (ICT, Facilities Management) monitor and manage performance of outsourced services procured under Common Services funding and ensure timely procurement/contract renewal and extension supports.
• Assist the ICT and Facilities Management in gathering and coordinating workplans, maintenance plans and budget.
• Contribute to the advancement of a common business operations strategy and the Efficiency Agenda for the UN House.
• Continuous improvement of business processes to enhance efficiency and effectiveness.
• Monitoring and data collection in assigned service areas.
• Support to common operations planning and management.
• Prepare reports, presentations and briefings related to the UN House administration.
• Implement the greening the blue principles and strategies to obtain recognized certificates of practices that respect the environment.
• Sound contributions to knowledge networks and communities of practice.

• Assist UN agencies and staff in full preparation, adherence, and implementation of the Memorandum of Understanding (MoU) on the occupation of the UN House and the use of the common services.
• Guarantee full compliance of administrative and procurement activities with UNDP rules and policies.
• Provide inputs to the UN House administrative business processes mapping and elaborate/review/monitor the implementation of the internal standard operating procedures (SOPs).
• Prepare administrative team results-oriented Budget workplans, MOUs and Amendments.
• Coordinate with local authority on services to the UN House and other administrative matters.
• Organize UN House procurement related processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Supervise CBO personnel which provides services for UN House and contracts managed by UNDP, including initiating hiring, extension, and termination. 
• Review services under Common Service and provide technical advice and ways to enhance cost efficiency and effectiveness.

People Management 

UNDP People Management Competencies can be found in the dedicated site. 
 

Cross-Functional & Technical competencies

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.
• Provide inputs to the development of customer service strategy. 
• Look for ways to add value beyond clients’ immediate requests. 
• Ability to anticipate client’s upcoming needs and concerns.
   

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

Business Management – Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
• Knowledge of relevant concepts and mechanisms

Administration and Operations -Assets management

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration and Operations -Management of shipments 

• Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Administration & Operations –  Building, facilities & office space management 

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate statement notes on leasehold data.

Administration & Operations – Events management (including retreats, trainings and meetings)

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.