Вакансія: Administrative Associate

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.

The UNDP Office in Ukraine has initiated the collocation of several UN Agencies into one premise with the aim of improving effectiveness and efficiency of projects implementation and joint efforts. In order to effectively organize the common services in the premises, these services will be shared by UN Agencies represented in the premises and provided by dedicated project personnel.

The incumbent will prioritize gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Under the overall guidance and supervision of the Administrative Analyst, the Administrative Associate will be responsible for the overall support of implementation of the ongoing Common Premises Project, performing a variety of standard operational services within the project framework ensuring high quality and accuracy of work. Administrative Associate supervises Common Premises personnel on day-to-day basis in order to ensure smooth  and effective project implementation. 

The Administrative Associate will work in close collaboration with the Operations Team of the Country Office (CO) and CP project’s personnel to ensure implementation of project related activities in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures.

Duties and Responsibilities

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

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

2. Ensures effective administrative and logistical support to entities, occupying the common premises, as follows:

• Ensures smooth operational running of the common premises by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments; 
• Contributes to the common premises projects’ annual and detailed implementation work plans and reports preparation in quality and timely manner based on the requirements of the UNDP and common premises contributors ; 
• Contributes to the annual budget preparation for common premises and issuance of the respective Debit Advice to the participating agencies; provides information for audits;
• Maintains the database of lease agreements, follows-up and provides necessary documents for their timely extension;
• Supervises the work of Common Premises personnel as required;
• Supports in initiating, reviewing,  and following-up on actions related to the administration of the unit’s human resource activities, including recruitment of personnel, selection, relocation, performance appraisal, training etc., ensuring compliance with UN/UNDP rules and procedures;   
• Facilitates and provides full support to common premises project monitoring, evaluation and audit missions, as well as missions of experts; 
• Keeps the common premises project inventory updated and ensures that UNDP regulations on the equipment use, storage and proper maintenance are adhered; the programme CP project equipment transfer/disposal is being done in accordance with UNDP rules; 
• Maintains the database of all stakeholders and partners; 
• Maintains contacts with relevant partners on a variety of the related issues; 
• Liaises with UNDP Operations on a variety of the operations-related issues, e.g., procurement, financial management and human resources; 
• Handles common premises project  enquiries and correspondence;
• Provides support to various common premises project activities at the national and sub-national levels;
• Provides support to communication activities and events under the common premisesproject.

3. Supports and coordinates the UN-related surveys and other common services for UNDP, UN Agencies and UN RC office focusing on achievement of the following results:

• Collection of information for UN and UNDP surveys and support to organization of common services and activities with UN Agencies;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Provides support in preparation and maintenance of log of Service Level Agreements and Memorandums of Understanding with UN agencies.

4. Supports knowledge building and knowledge sharing, through:

• Participation on   trainings for project personnel;
• Sound contributions to knowledge networks and communities of practice.

5. Ensures effective and efficient provision of administrative support to CO, through:

• Arrangement of travel, transportation and communication services, ensuring their optimization and financial control; 
• Provision of administrative arrangements for workshops, conferences, retreats and other events;
• Participation in DSA and other administrative surveys, including for common services;
• Participation in UNDP Oversight and Support Team meetings as applicable.

Institutional Arrangement

Administrative Associate performs his/her duties under the overall guidance and supervision of the Administrative Analyst. Administrative Associate supervises Common Premises personnel on day-to-day basis in order to ensure smooth and effective project implementation.

Competencies

Cross-Functional & Technical competencies

Required Skills and Experience

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.

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. 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

DEADLINE FOR APPLICATIONS 09 November, 2023.

If you wish to apply for this or other positions, please visit UNDP in Ukraine website, section Jobs and apply:

https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/14378

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy.

Qualified women are strongly encouraged to apply.