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

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Prepare administrative team results-oriented workplans.
• Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.

Coordinate Asset Management in the Country Office:

• Prepare and submit periodic inventory and asset management reports, coordinate physical verification of inventory items.
• Ensure proper inventory control and supervise proper issuance of inventory items and supplies.

Provide support for effective administrative and financial control in the country office:

• 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, maintain administrative control records such as commitments and expenditures, 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.
• Review travel authorizations, documentation, payments
• Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.

Ensure appropriate and required administrative and logistical support is provided to the Country Office:

• Coordinate the provision of reliable and quality office supplies.
• Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.
• Provide support for protocol matters, registration of staff, space, coordination with local authorities, and other administrative matters.
• Ensure maintenance of common services to ensure integrated of common services activities and implementation of the UN reform.

Facilitate knowledge building and sharing in the Country Office:

• Organize training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities:

• Supervise Administrative Unit (support staff engaged in the fields of registry, general services, telephone operator/receptionist).

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

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management Competencies

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies

• 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.
• 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
• 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
• 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
• Management of shipments 
  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
• Building, facilities & office space management 
  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate
• Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.