Administrative Associate – UNOCHA, Dnipro, Ukraine At UNDP – United Nations Development Programme


Closing date: Sunday, 20 August 2023

Job Identification : 12704

Locations : Dnipro, Ukraine

Posting Date : 08/11/2023, 06:30 AM

Apply Before : 08/20/2023, 06:30 AM

Job Schedule : Full time

Agency : UNOCHA

Grade : G6

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 1 Year

Education & Work Experience : High School certificate – 6 year(s) experience

Required Languages : English Ukrainian

Desired Languages : Russian

Vacancy Timeline

2 Weeks

Job Description

This position is for Ukraine nationals ONLY

Background

UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UN 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.

Under the overall guidance and overall supervision of Head of Administration Unit, and direct supervision of the Administrative Officer, 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 works in close collaboration with the Operations, Programme, and projects staff in the OCHA Ukraine Office and other UN agencies staff to exchange information and ensure consistent service delivery.

The Administrative Associate focuses on staff travel and other administration activities as outlined.

Duties and Responsibilities

Summary of Key Functions:

  •  Implementation of operational strategies and efficient administrative support, support to common services, where applicable
  •  Support to staff travel and organization of events.
  •  Support to administrative and financial transaction processes, including petty cash and documentation.
  •  Support to proper property and assets management and logistics including management of transport and fleet.
  •  Support for effective administrative and financial control in the office
  •  Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies and efficient administrative support, focusing on achievement of the following results:

  •  Full compliance of administrative activities with UN/OCHA rules, regulations, policies, and strategies.
  •  Provision of inputs to the OCHA Ukraine administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  •  Participate in preparation of administrative team results-oriented workplans.

Support to staff travel and organization of events:

  •  Participate in organisation of field missions, planning and organizing needs and notify if any gap in resources such as drivers and vehicles, and other relevant needs.
  •  Assist in tracking of all travels and ensure appropriate action is taken in the system to complete the travel process before and after the travel has taken place.
  •  Check and advise staff on the travel approval procedures that have been followed and coordinate travel related processes with travelers, transport, and other focal points in travel arrangement.
  •  Focal point for coordination with transport unit on other local travels and ensure appropriate travel procedures are followed and records are completed.

Participate in other financial and administration transaction processes, including but not limited to the following:

  •  Assisting the petty cash custodian with completeness of documentation before and upon payment of pettycash transaction, including approval processes and follow up on the recording process, and appropriate filing of documents.
  •  Assist in monitoring of pettycash availability, initiate and advice and support with replacement process ensuring adequate cash is available for the replenishment lead time
  •  Support in tracking of transactions related to payment of commitments for facilities and timely preparation of financial transaction, including, procurement, utility and related bills, service fees etc. working in coordination with focal points and supervisor in the administration Unit.
  •  Support the programme and represent administration and logistics in organizing events, meetings, workshop and others to ensure effective organization of the event in all aspects of the administration process.
  •  Follow-up and track transaction process for timely delivery of the final output, including timely process of payments through UNDP/and or OCHA/Umoja.
  •  Assist the Administration staff in follow-up and collecting bills, invoices, etc., collect relevant documents for completeness of documents and provide them for review and final process.
  •  Ensure completion of transaction process after and before payment has been made as necessary, including confirmation of receipt of items, submission of travel evidence (travel claims), confirmation of service rendered and confirmation of payments.
  •  Assist with maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in petty cash or operational advances system in time and replenishment has been processed;
  •  Assist in recording and follow-up on timely settlement advance payments, prepayments, personal use of vehicles, personal use of telephone calls, travel advances etc. as applicable from staff and vendors;
  •  Assist in the computation and preparation of overtime and related records.

Provides support to proper supply and assets management, transport and fleet management focusing on achievement of the following result:

  •  Follow up on the office and other supplies (stationary, cleaning etc.) in the office and request procurement or supply team;
  •  Coordination of the provision of reliable and quality office supplies.
  •  Focal point in the field for assets management and inventory process
  •  As assigned by the supervisor and the programme manager in the field serve as a focal point in logistics, transport, and fleet management. If assigned, supervise drivers in the field (Dnipro) and ensure effective transport and fleet management is place and efficient provision of services.

Provides support for effective administrative and financial control in the office, focusing on the achievement of the following results:

  •  Maintenance of administrative control records such as commitments and expenditures and coordinate with the main admin on availability of funds for requests of services and materials.
  •  Follow up with program managers and staff in the field of any planned activities, need of material and services to run operation in advance and provide in good time to compile with central procurement plan.
  •  Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
  •  Assist in coordination of common premises/services cost-recovery arrangements; follow up in actions required to be taken, represent administration in the field
  •  Participate in proper control of supporting documents of funds and activities;
  •  Assist in provision of the information for the audit.

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

  •  Provision of efficient general reception and information services.
  •  Provision of reliable registry services, coordinate dispatch receipt and delivery services.

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

  •  Training of staff on the administrative procedures;
  •  Briefing/debriefing of staff members on issues relating to area of work;
  •  Sound contributions to knowledge networks and communities of practice.

Performs other duties as required.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Competencies:

  •  Demonstrates integrity by modeling the UN’s values and ethical standards.
  •  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Professionalism:

  •  Applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
  •  possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  •  strives to keep job knowledge up-to-date through self-directed study and other means of learning; demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation:

  •  Establishes and maintains productive partnerships with clients;
  •  identifies clients’ needs and matches them to appropriate solutions;
  •  monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
  •  keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Accountability

  •  Gathers and disseminates information on best practice in accountability and results-based management systems;
  •  Delivers results in line with agreed strategy, time and budget:
  •  Operates in compliance with organizational regulations and rules:
  •  Acknowledges and learns from mistakes in a constructive manner:
  •  Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable:
  •  Maintains confidentiality of sensitive information.

Communication

  •  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately:
  •  Asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork

  •  Works collaboratively with colleagues to achieve organizational goals;
  •  places team agenda before personal agenda;
  •  supports and acts in accordance with final group decision.

Planning and Organizing

  •  Develops clear goals that are consistent with agreed strategies:
  •  Identifies priority activities and assignments; adjusts priorities as required:
  •  Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning:
  •  Monitors and adjusts plans and actions as necessary:
  •  Uses time efficiently.

Required Skills and Experience

Education:

  •  High school diploma or equivalent is required. University Degree in Business or Public Administration, Social Sciences is desirable, but not a requirement.

Experience:

  •  A minimum of six (6) years (with secondary education) or three (3) years (with Bachelor degree) of relevant experience in administration or programme support service, secretarial and/or office support, or related area is required.
  •  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  •  Certification in administration desirable.
  •  Experience in handling of web-based management systems is desirable.
  •  Experience working within the UN Common System or other comparable international organization is desirable.

Language skills:

  •  Fluency in English and Ukrainian (written and spoken) is required. Fluency in Russian is desirable.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

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.

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