* Administrative Associate with UNDP Djibouti CO NPSA 6, Djibouti At UNDP – United Nations Development Programme


Closing date: Tuesday, 25 July 2023

Job Identification : 12004

Locations : Djibouti, Djibouti

Posting Date : 07/10/2023, 10:25 AM

Apply Before : 07/25/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-6

Vacancy Type : National Personnel Service Agreement

Practice Area : Management

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : French and local language (Somali/Afar/Arab)

Desired Languages : English

Vacancy Timeline

2 Weeks

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 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.

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.

The Republic of Djibouti has an estimated population of 989,115 inhabitants in 2020 for an area of 23,200 km2. Djibouti is a pole of stability in the heart of the Horn of Africa where regional political, security and socio-economic instability, large flows of populations on the move, climatic hazards, and the increase in international crime, are sources of significant concern.

Based on the UN Development Assistance Framework extended from 2018 to 2024 in line with Djibouti Vision 2035 and the National Development Plan 2022-2024, UNDP Country program CPD was extended to 2024.

The main objective of UNDP Djibouti country program is to accelerate the achievement of sustainable development goals. It tackles the interrelated challenges of development, climate risks and challenges through climate change adaptation and climate change mitigation, innovative and inclusive financing, building humanitarian-development-peace nexus, assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities and exclusion.

It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism, climate action, and strengthening social cohesion.

The 2018-2024 country program is built around three interrelated program pillars that together can drive more catalytic, transformative and systemic changes and help Djibouti achieve its sustainable development goals and the National Development Plan:

  •  Strengthening livelihoods and access to basic health services
  •  Environmental sustainability and resilience to climate change
  •  Enabling an inclusive governance framework for sustainable development

Position Purpose

The key responsibilities of the Administrative Associate will include supporting the UNDP Djibouti Country Office in administrative, logistical and HR support functions.

The incumbent 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. S/he also liaises with counterparts in the government as well as other NGOs and private organizations and ensures full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

Under the guidance and supervision of the Head of Operations, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Under the direct supervision of the head of the Operations Section and overall guidance of Deputy Resident, the incumbent will undertake following work: 1.Administrative management:

  •  Preparation of invitation letters and followup with VISA formalities for incoming visitors and UN personnel
  •  Act as the travel focal point for the office, liaising with the travel agency for all travels and maintain up-to-date travel requests in UNALL.
  •  Follow up for prompt payment for all travels conducted
  •  Organization of customs clearances for office items/goods and UN personnel
  •  Provide administrative support to organization of conferences, workshops and retreats.
  •  Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  •  Day-to-day follow up on incoming mails/letters/invoices and put in place a system to keep track of incoming mails/letters/invoices
  •  Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of proper records and archives.
  •  Enter requisition in Quantum for operations section
  •  Participate in the BOS administrative working group

2.Logistic Management

  •  Daily arrangement of driver assignment working closely with the Senior driver and the Head of the Operations
  •  Arrangement of vehicle transportation for missions and field trips, regular vehicle maintenance and insurance.
  •  Checking and recording of vehicle daily log and gas consumption, perform monthly analysis and monitoring of UNDP office vehicles and maintenance of vehicle history report.
  •  Verification of fuel consumption and propose top up office vehicle fuel cards monthly working closely with operations and programmes colleagues
  •  Follow up for prompt payment for all fuel consumption
  •  Preparation of cost recovery sheet for vehicle use
  •  Support to the Common premises and common services management liaising with the building management and with UN agencies
  •  Liaise with the building management for visitors access and ensure proper use of the building facilities

3.Human Resources Support

  •  Collection of information and follow ups for DSA, place-to-place and other administrative surveys.
  •  Following up on completion of Mandatory courses working closely with the learning manager
  •  Liaise and follow up with GSSU on HR UNall requests submissions
  •  Follow up on recruitment with the respective teams and keep an up-to-date recruitment tracker
  •  Support the HR colleague and/or Head of Operations on HR matters

Competencies

Core Competencies: 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 Business Direction and Strategy (Cross-Functional competency)

System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management (Cross-Functional competency)

Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Digital and Innovation (Technical competency)

Tech Literacy: Ability to apply new digital tools or adapting their original use to crate new insights, fresh perspectives or develop solutions.

External Relations and Advocacy (Technical competency)

General – Event Planning and Execution: Ability to plan, manage and execute public and private events to ensure that they support and amplify individual communications and advocacy initiatives as well as UNDP’s overall brand and mandate.

Partnership Management

Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Required Skills and Experience

Min. Academic Education:

Secondary School Education is required University degree (Bachelor’s degree) in Management/Administration, Finance/Accounting, Human Resources, Transport and Logistics or a relevant field will be given due consideration but is not a requirement.

Years of relevant Work experience:

Minimum 6 years (with Secondary Education) or 3 years with (Bachelor´s degree) of relevant experience in administration/operations, finance, human resources, logistical management or related fields.

Required skills and competencies:

  •  Previous experience in administration/operations management/logistics or human resources/finance or development/project works is an asset.
  •  Related work experience in a UN agency or NGO is a very strong advantage.
  •  Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.

Desired additional skills and competencies

  •  Cultural awareness and experience working with donor agencies is an asset
  •  Ability to work independently with a high degree of responsibility, in a flexible manner
  •  Strong analytical aptitude and communication skills
  •  Attention to details, creative and strategic mindset

Required Language(s) (at working level)

French and local language (Somali/Afar/Arab) Working knowledge of English is highly desirable

Professional Certificates: N/A

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

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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