Administrative Associate

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    11/02/2024

JOB DESCRIPTION

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.
<UNDP Pakistan is an important partner of the Government of Pakistan for achieving national development goals and international commitments. Through extensive networking within the international development community, UNDP endeavors to bring global experience to the doorstep of Pakistani policy makers at all levels. Resources of priority and innovation interventions are mobilized from a gradually diversification group of partners, including donors, NGOs, private sector and local communities.
In Pakistan, UNDP started in February 1960 as United Nations Special Fund to promote social progress and better standards of life and advance the economic, socialand technical development of Pakistan. UNDP, as we know it now was established in 1965 by General Assembly of United Nations.
Since then UNDP has supported the successive national and provincial governments in this country in formulation of national strategies and policies, capacity building of institutions, community mobilization, early recovery from disasters and internal displacement, reduction of poverty, gender mainstreaming, environmental management, climate change management, restoration and preservation of natural habitats, income generation policies and empowerment of legislatures and parliament.
Under the overall guidance of the Head of General Admin Unit and day-to-day supervision of the Travel Associate, the Administrative Associate provides travel related services in the Country Office ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. The incumbent analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues. The Administrative Associate closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery. The Administrative Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services. The Administrative Associate works in close collaboration with Country Office Programme and Operations teams, UN Agencies, local and national government officials, airlines and other travel vendors/agencies to ensure consistent service delivery.>
Duties and Responsibilities
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1.Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of administrative and travel management activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Provide support in preparation and implementation of administrative team results-oriented workplans.

2.Ensures efficient travel management processes for Country Office, DIM projects and at the request of other Agencies focusing on achievement of the following results:

  • Interacts with contracted travel agent(s) to ensure provision of high quality travel service and at the most competitive price for both Quantum and non-Quantum agencies.
  • Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices.
  • Conducts period meetings with the authorized travel agents, reviews travelers complaints and puts in place a mechanism to avoid reoccurrence of similar complaints.
  • Follows up with the travel agent(s) to submit different travel management reports on periodic basis as outlined in the contract agreement.
  • Follows up with the travel agents(s) to effect improvements as directed from time to time.
  •  Ensure that the travel agent(s) timely submit invoices for settlement, review the invoices in line with the corresponding travel purchase orders, verifies amount for approval by the respective approvers.
  • Implements a mechanism ensuring the cost being quoted by the authorized travel agent(s) are the most competitive and achieves best value for money.
  • Coordinates with UNDSS and the other relevant law enforcement agencies for timely obtaining of security and travel related information for further dissemination to the staff.
  • Manage travel authorization and travel claims in line with travel entitlements for staff, non-staff, consultants and other relevant personnel ensuring that the travel arrangement follows the UN rules of most direct route and most competitive fares.
  • Coordinate travel plans for Programme and Operations units on regular basis and follow up for its implementation.
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters of the respective units
  • Ensure processing of cost-recovery bills in ERP for the travel services provided by UNDP to other UN Agencies; and reconcile settlements to be paid by the Finance Unit. Facilitate processing of payments to travel vendors and agents.

3.Ensure implementation of cost-competitive sourcing strategy, focusing on achievement of following results:

  • Initiate the process for timely renewal of the contract agreements with the travel agents or initiates afresh procurement process for selecting the new travel agent(s) by involving the travel focal points of the unit agencies interested to subsume the future contract.
  • Collection and analysis of market situation in travel service area. Conduct surveys and biddings of travel services.
  • Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys and Analysis of most competitive prices and service quality of hotels. Submit reports to HQ and distribute Hotel list to all UN agencies.
  • Posts advertisements in the local newspapers, UNDP portal, UNDP HQ website and UNGM for Goods and services.
  • Organize the procurement processes including preparation and conduct of micro-purchases, RFQs, ITBS or RFPs documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Prepare purchase orders and contracts in and outside Quantum, prepares recurring purchase orders for contracting of services. Reviews and validates data periodically on vendors creation in Quantum and ensure data integrity and accuracy.

4.Serves as a focal point for effective event management function, focusing on achievement of the following results:

  • Prepares budget for different events i.e. workshop, conferences, special missions on need basis.
  • Organizes workshops, conferences, retreats and formulate budget for the related events.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Manage necessary arrangements for all events. Reconciles invoices vs travel Purchase Orders prior to settlement for all events.
  • Proper control of supporting documents of funds and activities for all events.
  • Maintenance of data integrity in the database event wise for the purpose of  control programme; analysis of results and initiation of corrective actions when necessary; apply lessons learned in the future.
  • Provision of the information for the audit.

5.Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • To train staff on the/non-staff administrative procedures.
  • Briefing/debriefing of staff/non-staff members on issues relating to area of work.
  • 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.

The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

  • Human rights and gender equality is prioritized as an ethical principle within all actions;
  • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
  • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production;
  • Differentiated needs of women and men are considered;
  • Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
  • Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc

Institutional Arrangement

Under the overall guidance of the Head of General Admin Unit, and direct supervision of the Travel Associate, the Administrative Associate promotes a client, quality and results oriented approach within the General Admin Unit.>

Competencies

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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
Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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 matter.
Administration & Operations Entitlement travel Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.
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 at improved performance and demonstrable results
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 ERP travel and expense module Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies

>

Required Skills and Experience
Education:
  • <Secondary education is required. Alternately, a university degree (Bachelor´s Degree) in administration or relevant field will be given due consideration but is not a requirement.
  • HEC verified degree(s) is a pre-requisite for recruitment at UNDP Pakistan.>
Experience:
  • <Minimum 6 years (with Secondary education) or 3 years (with Bachelor’s degree) of relevant experience in similar roles (travel management, event management, visa coordination)  with UN agencies, international/development/private sector organizations.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Experience in handling of web-based management systems.>

Required Language(s) (at working level):

  • Fluency in English and Urdu languages is required.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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