Purpose: Under the overall guidance of the Common Services and Administrative Officer, the Administrative Assistant ensures execution of transparent and efficient administrative processes and transactions, S/he analyzes and interprets rules and guidelines regarding travel, events and entitlements and provides solutions to a wide spectrum of complex issues related to travel; She/he will support the overall management and control of expendable and non-expendable UNDSS assets, assets disposal and renewal of inventory data.
Reporting structure and partners: Reports to Common Services and Administrative Officer, Works in close collaboration with the operations, programme and project teams in the CO and with UNDP HQs/Regional Centre staff for resolving complex admin and travel related issues and information exchange.
1. Ensures implementation of operational strategies through:
• 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).
• Preparation of administrative team results-oriented workplans.
• Oversight of outsourced personnel - drivers, registry, housekeeper, gardeners, cafeteria, etc.
• Preparation of all vendor contracts related to general administration, including cafeteria (in consultation with Cafeteria Committee), courier services, housekeeping services, annual maintenance contracts, etc., including drafting TOR, surveys, analyzing bids, negotiation and final recommendation.
2. Ensures efficient support to administrative services and common services through:
• Administrative support to organization of conferences, workshops, retreats and protocol.
• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, and vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items.
• Act as the ARGUS focal point by ensuring creation and update of ATLAS roles as per the Internal Control Framework of the UNDP Country office.
3. Ensures effective assets management through:
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
• Entry in ATLAS of all the requisite asset management information.
• "Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost.
• Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDSS/UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDSS/UNDP’s policies and procedures to comply with IPSAS.
• Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property; Preparation of inventory reports as required.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Maintenance and distribution of inventory of stationary.
4. Implements travel management processes for CO, NEX/DEX, NIM projects, etc., and at the request of other Agencies through:
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
• Provide assistance in the processing of travel request in T &E module for UN off-shore agencies, meeting participants, consultants and staff members, as may be required;
• Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.
• Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price.
• Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
• Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
• Hotel reservations for visiting UN/UNDP officials.
• Supervises arrangements for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
• Coordinates protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervises processing of requests for visas, residence permits, UNLPs, VIP facilities, duty exemptions and identity cards, etc. from staff members and dependents.
Reconciliation of settlements to be paid by the Finance Unit.
• Collection and analysis of market situation on travel service area. Conduct of surveys/biddings of travel services.
• Conduct of DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies.
• Preparation of LTAs for travel and hotel services on behalf of UN Agencies.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO through:
• Organization of/participation in training in administrative and travel procedures.
• Briefing/debriefing of staff members on issues related to areas of work.
• Sound contributions to knowledge networks and communities of practice.
Ability to make new and useful ideas work Level 3: Adapts deliverables to meet client needs
Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Ability to get things done
Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/ Functional Competencies:
Important applicant information
All posts in the SC categories are subject to local recruitment.
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Contract Duration: Initially for One Year