Administrative Associate GS6

1.)   Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

• Ensure full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies, and that inventory procedures are complied with at all CO units.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2.)  Support Assets Management.

• Assist the OM in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
• Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information.  Schedule deliveries to users and track movement of furniture pieces.
• Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles.  Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., includes input and conversion of data entered into the system, maintenance of system, and corrective actions taken).

3.)  Provide support for effective administrative and financial control in the country office.

• Assist in and provide inputs to the preparation of the unit budget
• Maintain administrative control records such as commitments and expenditures.
• Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Consolidate and prepare summary statements for inclusion in the financial statements.

• Train office/project staff and asset management focal points engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice.

5) Ensures proper common services focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

• Provision of efficient general reception and information services.
• Provision of reliable registry services.

Ensures efficient administrative support, focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Organization of workshops, conferences, retreats
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Assumes back-up function for certain HR administration duties in case of absence of HR associate