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.

Cross-Functional & Technical competencies

Thematic Area                               Name                                   Definition

• 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.