Background and Organizational Context

General Assembly Resolution 2186 (XXI) decided to “bring into operations the United Nations Capital Development Fund as an organ of the General Assembly which shall function as an autonomous organization of the United Nations. The UN Capital Development Fund (UNCDF) assists developing countries, especially least developing countries, in the development of their economies by supplementing existing sources of capital assistance by means of grants, loans, and guarantees. UNCDFs vision is to help mobilize and catalyze an increase of capital flows for SDG impactful investments to Member States to address the most pressing development challenges facing vulnerable communities in these countries and thereby contribute to sustainable economic growth and equitable prosperity.

UNCDF utilizes its unique capability in the UN system to deploy grants, loans and guarantees to crowd-in finance for the scaling of development impact. UNCDF focuses on where the needs are greatest, a deliberate focus and capability rooted in UNCDF’s unique investment mandate to support the achievement of the 2030 Agenda for Sustainable Development and the realization of the Doha Programme of Action for the least developed countries, 2022–2031.

As per its Strategic Framework, UNCDF works to deploy its functions as a hybrid development organization and development finance institution. UNCDF responds to Member States requests for assistance by providing targeted technical and financial advisory services on investments for development outcomes, designing bespoke financial structuring solutions, undertaking financial derisking of investments, and enhancing investment readiness of SDG aligned projects in partnership with private sector, UNOs, International and Local Finance Institutions, Development Finance Institutions as well as Foundations and Philanthropy, among others. UNCDF works to develop local financial systems, new markets and mobilize and crowd in capital from public and private sources. UNCDF is driven by a partnership mindset which enables it to deploy its different capital capabilities in highly tailored and responsive ways in order to mobilize investments flows from other sources, in particular from the private sector.  By structuring transactions which are highly impactful, but also recognize the need for multiplying the impact of its own capital, UNCDF seeks to position itself as a preferred partner for different stakeholders.  UNCDF’s work is focused on six priority areas, including:

• Sub-national and local infrastructure financing
• Women owned enterprise financing
• Nature and climate financing
• Energy and decarbonization finance
• Sustainable food systems financing
• Inclusive digital finance

Following a recent restructuring, UNCDF’s organizational set up includes an Investment and Implementation Division (IID), Investment and Finance Oversight Division (IFOD), Operations and Oversight Division (OOD) and a Directorate of the Executive Office. UNCDF staff and personnel are located in regional hubs based in Dakar (Senegal), Nairobi (Kenya) and Bangkok (Thailand) with sub-regional presence in a number of locations in the Caribbean and Pacific Regions. UNCDF is led by an Executive Secretary based out of New York, USA. Pursuant to General Assembly resolution 2321(XXII, para 1.a), the Administrator of the UNDP performs the function of the Managing Director of UNCDF. UNCDF is overseen by the Executive Board of United Nations Development Fund (UNDP), United Nations Population Fund (UNFPA) and the United Nations Office for Project Services (UNOPS) and performs the function of the Executive Board of UNCDF.

Position Purpose

Under the overall guidance and supervision of the Operations Assurance Specialist, the Administrative and Travel Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Regional Hub, ensuring high quality and accuracy of work. The Administrative & Travel Associate coordinates with staff engaged in the fields of registry, general services, and asset management. The Administrative & Travel Associate promotes a client, quality and results-oriented approach.

S/he also assists with travel-related services in the Regional Hub, ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. S/he analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues, closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery.  The individual promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Administrative & Travel Associate works in close collaboration with the operations, programme and project teams in the Regional Hub, and other UN agency staff to exchange information and ensure consistent service delivery.

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

Key Duties and Accountabilities

Summary of Key Functions:

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

2.  Provide support for effective administrative and financial control in the Regional Hub.

3.  Provision of logistical support and asset management support.

4.  Support and implementation of Travel Management processes.

5.  Facilitate Knowledge Building and Sharing.

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 activities with UN/UNDP/UNCDF rules, regulations, policies and
• strategies.
• Develop Regional Hub administrative and travel business processes mapping and elaboration of the internal standard operating procedures (SOPs).

2.  Provide support for effective administrative and financial control in the Regional Hub

• Maintain detailed administrative records to track financial commitments and expenditures.
• Assist in, and provide inputs to, the preparation of the unit budget.
• 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 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.
• Ensure proper planning and tracking of common services budget in consultation with projects and programmes including contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.
• Preparation of routine correspondence and reports in accordance with UNCDF SOPs.

3.  Provision of logistical and asset management support 

• Provide logistical support to the organization of conferences, workshops and retreats.
• Support with protocol matters including issuance of visas, stay permit, issuance of UNLP, ground pass, Identification Card for staff, registration of staff, coordination with local authority on space and other administrative matters.
• Assist the Operations Assurance Specialist in setting up asset management procedures in the Regional Hub
• Support control of Project Assets and inventory including record keeping and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed.
• Prepare and submit periodic inventory and asset management reports. Ensure proper inventory control and supervise proper issuance of inventory items and supplies.
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipment (received/sent).
• Support projects by offering clear and systematic guidance on asset management processes, ensuring compliance with established rules and regulations.
• Receive, inspect and verify of all incoming equipment, furniture and supplies, and tag all furniture/equipment upon receipt from the supplier.
• 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, maintain records on disposal actions and enter into Quantum all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Facilitate the receipt of shipments, arrange customs clearance, prepare necessary documents for both incoming and outgoing shipments, and manage logistical arrangements for the delivery and arrival of goods
• Facilitation of VAT clearance process.
• Support the office access system for visitors and meetings.
• Act as the primary point of contact with building management for facility-related issues (e.g. repairs, maintenance, access, etc.).
• Coordinate office cleaning, security, and other services provided by the building management.
• Ensure that the office complies with health and safety regulations, including overseeing emergency preparedness plans and procedures.
• Perform other work-related tasks assigned by the supervisors.

4. Support and implementation of Travel Management processes

• Process of travel requests TRs/ TCs in UNall/Quantum in conformance with the requestor identified requirements by applying the accurate applications of entitlements and compliance with UNDP rules and regulations. Ensures availability of budget according to COAs.
• Review/Process travel authorizations and travel claims in line with travel entitlements for staff and consultants, ensuring that the travel arrangement follows the UNCDF / UNDP rules and regulations.
• Follow-up with contracted travel agent / UNDP travel unit to ensure provision of high-quality professional service and most competitive price.
• Implementation of travel cost saving measures;
• Provide guidance on all travel-related matters.
• Process requests for visas for UNCDF travelers in the region.
• Process of application and renewal of UNLP for UNCDF staff.
• Process applications for exceptional upgrade for prominent/eminent persons
• Track budgets/expenditures for events.
• Oversee country office air ticket reconciliations.
• Oversee reconciliation of TRs/TCs in UNall and Quantum. Timely corrective actions on POs with budget check errors and other problems.
• Support the Operations Assurance Specialist in the monitoring of travel-related contracts to ensure that the terms and conditions agreed are being applied in earnest by the vendor, including but not limited to, customer service response and survey administration and results compilation
• Monitor unpaid invoices and travel-related purchase orders, promptly address any issues, and take necessary actions to ensure timely payment.

5.  Facilitate knowledge building and sharing

• Organize training for the operations/projects staff on administration, logistics, asset management and travel.
• Facilitate sharing of lessons learnt and best practices to ensure smooth and efficient operations of UNCDF office.
• Provide sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: None

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 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

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

• 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 different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organization’s assets into the best results in the most efficient way. Knowledge of relevant concepts

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 & 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 & Operations –  UN travel documents

• Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

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

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

Keywords

• Administrative business processes
• Financial controls
• Inventory and asset management
• Logistical support
• Travel support
• Asset management

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements