Administrative Associate, NPSA-6
undp -
Belgrade, Serbia |
2024-09-18 16:20:56
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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 the context of the adoption of the Sustainable Development Goals (SDGs) by member States of the United Nations (UN), UNDP has supported Member States and other stakeholders in implementing commitments – which set concrete aspirations to end hunger and disease for all people in the world; fight inequality and discrimination; promoting sustainable production and consumption systems and combating climate change.
Supporting the implementation of the 2030 Agenda and the SDGs in Serbia is an essential part of UNDP’s mandate, and UNDP has been working, in partnership with the Serbian government and other partners, on social mobilization and territorialization of the SDGs to reach areas and communities where progress has been slower and assure that “leave no one behind”. The focus is on strengthening institutional capacities and social participation mechanisms to ensure the design and implementation of inclusive public policies in a friendly and profitable business environment respecting and preserving the environment.
Under the overall supervision of the Operations Manager and the direct guidance and supervision of the Administrative Analyst, the Administrative Associate ensures the efficient functioning of the Country Office, implementation of the Country Office activities and achievement of planned results, in accordance with full confidentiality in all aspects of its responsibilities, compliance with procedures and monitoring of files and commitments made.
Administrative Associate will provide support to the administration and logistics processes, while ensuring high quality, accuracy and consistency of work, in accordance with UNDP rules and regulations. Besides supporting the Country Office, Administrative Associate also supports Programme and Projects and other sister Agencies through agency requests, while promoting a client-oriented approach consistent with UNDP rules and regulations.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies;
- Provide finance and administrative support
- Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of operations activities with UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to preparation of operations team results-oriented workplans.
Provide accounting and administrative support, focusing on achievement of the following results:
- Assistance in proper control of the supporting documents for payments and payments executions;
- Processing of financial documents (vouchers, supporting documents, invoices, etc) and maintaining internal expenditures control system. Travel claims, F10s, and other entitlements are duly processed;
- Processes requisitions and receipts and journals as required;
- Follow-up with other United Nations agencies for information relating to payments;
- Preparation of routine correspondence, faxes, memoranda and reports;
- Extracting, inputting, copying and filing data from various sources;
- Assistance in the preparation of budget, provision of information for audit;
- Perform any other duties as required.
Ensure effective operations and logistical support, focusing on achievement of the following results:
- Assist in the organization of travel including purchase of tickets, calculation of travel costs (e.g. DSA and terminals), assist in arrangement of shipments, vehicle maintenance and conference facilities arrangements; preparation of protocol matters, registration of staff and vehicles, coordination with local authorities.
- Ensure proper control of documentation supporting the procurement process and maintenance of the proper filing system for related payment records and documents;
- Assist in the organizing and coordination of events management (e.g. logistics, catering, venue preparation and document preparation for events)
- Assist in the uploading of inventory items in Asset Management in Quantum , and physical verification control in the CO assist in the monitoring and management of CO stationaries and equipment (), and provision of efficient support related to asset management to the Asset Focal Point, including Mid-Year and Year-End Plant, Property & Equipment Certification, annual physical verifications of assets, relevant report preparation, submission of various asset-related update requests (transfer, adjustment, sale etc.).Assist in monitoring, control and implementation of building maintenance services.
Support knowledge building and knowledge sharing in the CO, focusing on 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.
Institutional Arrangement
Under the guidance and supervision of the Administrative Analyst , the Administrative Associate provides support to Operations of the office by performing a variety of standard administrative processes ensuring high quality and accuracy of work and ensures a high quality, accuracy and consistency of work. The Administrative Associate promotes a client, quality and results-oriented approach. 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.
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 2: Adapt processes/approaches to new situations, involve others in change process |
| 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 | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving. |
| Administration & Operations | Events management (including retreats, trainings and meetings) | Support office with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| 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 | Digital Awareness and Literacy | Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed. |
| 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 | Working with Evidence and Data | Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. |
| 2030 Agenda: People | Gender | UNDP’s Gender Equality Seal Initiative |
Required Skills and Experience
Education:
- Secondary education is required
- University degree (Bachelor’s degree) in in Business Administration/ Management/ Public Administration/ Law or Finance will be given due consideration, but is not a requirement
Experience:
- Minimum of 6 years (with secondary education) or 3 years (with Bachelor’s degree) of relevant experience in administration.
Required skills and competencies:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in providing administrative and logistical support in the organization of meetings, workshops, seminars and conferences, including venue identification, accommodation, logistics, catering;
- 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;
- Ability to oversee timely implementation of administrative related tasks and to provide the necessary guidance to assure timely delivery of services;
- Experience in overall document (hard or electronic) management; registry and retention policy, including storing and archiving
Desired additional skills and competencies:
- Experience of working with international organization, governmental institutions and agencies is an asset
- Experience in work with clients and external actors.
- Experience in the use of ERP system (Quantum, UNall) is an asset
Required Languages:
- Fluency in written and spoken English and Serbian
The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application.
Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
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.
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