Background
UNDP is striving to ensure its procurement function and practices are an integral part of UNDPโs competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
Duties and Responsibilities
Under the overall guidance and supervision of the Administrative Associate/Head of Administrative Unit, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.ย The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant 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.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.ย
Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality:
Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); Provide inputs to preparation of administrative team results-oriented workplans.Provide support for assets management:ย
Act as an Alternate Asset Focal for the CO assets and attractive items; Maintain records on assets management and prepare reports; Maintain the filing system ensuring safekeeping of confidential materials;ย Act as a Custodian of transfer documents for non-UNDP assets transfers to national partners.Supports travel management processes for CO, NIM/DIM projects and at the request of other agencies focusing on achievement of the following results:
Process Travel Requests in ERP; Ensure availability of budget according to COA; Process of cost-recovery bills in ERP for the travel services provided by UNDP to other agencies; Perform Buyer role in ERP on travel; 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; Process travel requests and travel claims in line with travel entitlements for staff, consultants; UN and visitors, ensuring that the travel arrangement follow the rules of the most direct route and most competitive prices; Review and verify documents on vendor creation set-up information in ERP; Arrange airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary; Prepare routine correspondences, memoranda, and reports in accordance with CO SOP; Reconciliation of prepayments to DDS, Airport.Provide appropriate and required administrative and logistical services to the Country Office:
Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations; When requested, collect information for DSA, travel agencies, and other administrative surveys; Arrange vehicle transportation, regular vehicle maintenance and insurance; Check and record vehicle daily log and gas consumption, update and maintain vehicle history report; Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit; Provide support to the organization/maintenance of common services and maintenance of common premises; Maintain files and records relevant to office maintenance; Provision of inputs for preparation of the office budget, provision of information for audit; Collection and analysis of market situation on travel service area; Support in conducting surveys/biddings of travel services; Conduction of DSA 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; Support in preparation of TOR for travel and hotel services LTA's provision of support to Head of Admin unit and Operations Manager in asset management.Support knowledge building and sharing in the Country Office:
Help organize and participate in training for the operations/projects staff on administration; Provide sound contributions to knowledge networks and communities of practice.ยThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: May supervise drivers.
Competencies
Core Competencies:
Achieve Results: ย ย ย ย ย ย ย ย ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.ย Think Innovatively: ย ย ย ย ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously: ย ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility: ย ย ย ย ย ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.ย Act with Determination:ย ย ย ย ย ย ย ย ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.ย Engage and Partner: ย ย ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.ย Enable Diversity and Inclusion: ย ย ย ย ย ย ย ย ย ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.ยCross-Functional & Technical Competencies:
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.ย Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns.ย Operations Management: Ability to effectively plan, organize, and oversee the Organizationโs business processes in order to convert its assets into the best results in the most efficient manner.ย Knowledge of relevant concepts and mechanisms. Travel Policy and Procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars andย financial regulations and rules on travel related matters. Entitlement Travel: Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies. Asset Management: Knowledge of policy & procedures on PP&E. Ability to prepare financial statements on PP&E. Maintain Asset Management. Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module. Design and run training programs, etc. on assets management and assets recording; run AP- AM interface.ย Perform AP-AM-GL reconciliation. Perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information. Events Management (including retreats, trainings and meetings): Ability to manage events, including venue UNDP | People for 2030 โ Competency Framework โ Technical Competencies 2024) identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Procurement Management: The ability to acquire goods, services or works from an outside external source.Required Skills and Experience
Education:
Secondary education is required, OR; University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.Experience:
Minimum of 5 years (with high school diploma) or 2 years (with bachelorโs degree) of relevant experience in administration or programme support services is required.ยRequired Skills:
Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.Desired Skills:ย
Experience in an international organozation is desired. Experience in the UN is desired. University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.Required Languages:
Fluency in the English and Uzbek is required. Good command Russian is desirable.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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