ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

JOB SUMMARY

Under the overall guidance and supervision of the Operations Manager, the Administrative Associate, assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate supervises the local drivers. The Administrative Associate works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.

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. 

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

• Ensure full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies, and that inventory procedures are complied with at all CO units.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

• Assist the OM in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
• Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information.  Schedule deliveries to users and track movement of furniture pieces.
•  Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles.  Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• 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; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals.
• Oversee disposal of items and accuracy of inventory data.

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

Assist in and provide inputs to the preparation of the unit budget.

• Maintain administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor setup information in Quantum.
• Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Consolidate and prepare summary statements for inclusion in the financial statements.
• Supervises local Driver fleet.

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

• Train office/project staff and asset management focal points engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice.

How to Apply
Step 1: Please re-read this job description from the beginning to the end.
Step 2: Click the APPLY FOR JOB button at the end of this job advert.
Step 3: After going to parent website, please read instructions carefully and ensure you apply as soon as possible.

Good luck!