Background

The UNDP partners with the Government of Turkmenistan in various development areas and implements its program through three main areas: access to inclusive health services, resilience, climate change and energy, and governance and inclusive economic growth. Within the Governance, Economic Diversification, and Inclusive Growth portfolio, there are two key focuses: digitalization and social and economic development.

Digitalization

In line with several strategic development documents like the National Programme of Socio-Economic Development for 2022-2052, the State Programme for Development of Digital Economy for 2021-2025, and the Programme for Development of Foreign Economic Activity for 2020-2025, digitalization has emerged as a key priority for national development.

Recognizing the transformative potential of digitalization, the UNDP in Turkmenistan actively engages in collaborative efforts focused on various aspects that have cross-cutting impacts. These include initiatives aimed at developing e-government, introducing digital public services for citizens, advancing digital statistics, enhancing the digital capacities of civil servants, expanding mobile and online banking services, and strengthening digital infrastructure.

In line with this objective, digitalization is integrated into several projects under the Democratic Governance, Economic Diversification, and Inclusive Growth portfolio.

Social and Economic Development 

The Democratic Governance, Economic Diversification, and Inclusive Growth portfolio also include a number of projects which address various aspects of social and economic development, such as institutional development, human rights advocacy, the Sustainable Development Goals (SDGs) and others.

The UNDP provides support to implementation of projects, which also forms a dedicated team of Project Managers and two Administrative Associates. One of the Administrative Associates will assist with the implementation of projects in the Digital stream, while the second Administrative Associate will provide support for the projects focused on Social and Economic Development.

Under overall guidance of the Programme Analyst/ Portfolio Manager and daily supervision of the Project Managers, the Administrative Associates will be accountable for fulfilling administrative support duties. These responsibilities encompass various clerical tasks, such as basic financial operations, filing and record-keeping, logistics, and basic procurement. All activities will be carried out within the designated timeframe and budgetary limits.

Duties and Responsibilities

The Administrative Associate will perform the following duties:

1. Ensure provision of administrative services, focusing on achievement of the following results:

• Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
• Provide support to periodic inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
• Provide support to asset exercise; keep an updated list of project assets;
• Maintain documents filling system;
• Prepare minutes of the meetings and translate various documents;
• Perform other related administrative duties as necessary.

2. Ensure provision of basic financial services and assistance in project budget management, focusing on                              achievement of the following results:

• Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments;
• Ensure timely submission of correctly completed travel claims through UnALL/ Quantum platforms if required by corporate business processes;
• Undertake cost estimates for different activities according to the needs of projects;
• Assist in developing detailed project budgets for all activities and outputs;
• Assist in monitoring of project budget in terms of expenditures according to the work plan;
• Assist in preparing quarterly expenditure reports;
• Keep records of all project-related financial documentation and maintain them available when required by the Project Manager;

   3.  Provide effective logistical services to project, focusing on achievement of the following results:

• Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services;
• In coordination with Project Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
• Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs;
• Assist to project personnel and consultants to create/ prepare Travel Authorizations with proper supporting documents through UnALL/ Quantum platforms if required by corporate business processes;
• In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
• Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials;
• Assist in customs clearance procedures by preparation of a package of necessary documents;
• Make necessary arrangements for registration of projects, publications and other printing materials;
• Arrange translation of documents when required;

4.  Ensure provision of basic procurement services to project, focusing on achievement of the following results:

• Assist in development of procurement plan for the project through UnALL/ Quantum platforms if required by corporate business processes;
• Assist in wide dissemination of tender announcements among potential national/ international suppliers;
• Create e-requisitions for any types of procurement in UnALL/ Quantum as required by corporate business processes and ensure correct use of chart of accounts;
• Assist Project Manager in preparation of all supporting documents for contract management (creation/ extension/ termination);
• Arrange purchase process using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary, simple equipment in UnALL/ Quantum as required by corporate business processes;
• Assist in provision of detailed information on procurement issues during project audit exercise;
• Maintain procurement documents filling system.

Competencies

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 Administration & Operations    Registry & correspondence management Ability to collect, register, maintain and deliver mail; ability to manage archives Procurement Procurement Management The ability to acquire goods, services or works from an outside external source Administration & Operations Events management (including retreats, training and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 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 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 Direction and 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 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.

Required Skills and Experience

Education:

• Completion of Secondary Education is required or
• Bachelor’s degree in management/ business/ public administration/ financial management/ economics and any other related fields will be given due consideration

Experience:

• Minimum 6 years (with Secondary Education) or 3 years (with  Bachelor’s degree) of  administrative, including basic procurement and logistics, and/ or finance support experience in public or private sector.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, and experience in handling of web-based management systems.
• Administrative experience including basic procurement, logistics and financial support in implementing development projects, especially within the UN system or other international development agencies is an asset;
• Close familiarity with the operations and rules of UNDP is not a requirement but will be viewed as advantage.

Knowledge of languages:

• Fluency in Russian and English (writing, speaking and reading).
• Knowledge of Turkmen language is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

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