Background
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in more than 170 countries, we help nations to build integrated, lasting solutions for people and planet.
Development challenges in the Pacific Islands Countries are multi-faceted and complex. To respond to these challenges, the UNDP Multi-Country Office (MCO) for the Cook Islands, Niue, Samoa and Tokelau based in Apia concentrates its efforts on strengthening the capacity of the governments and people in the four countries to promote inclusive, blue-green and pro-poor growth, effective governance for the future, and sustainable and resilient development that leverages innovation and digital transformation and catalyzes financing for the Sustainable Development Goals (SDGs). We help our partners identify relevant solutions to their most significant development challenges and offer policy advisory and implementation services to address these challenges. To this end, UNDP offers a unique network of global reach and local presence, sectoral and thematic expertise, and broad-based trusted partnerships.
Guided by the UNDP Multi-Country Programme Document (MCPD) for the Pacific Island Countries and Territories 2023-27, the MCOโs policy, advisory, programmatic, and implementation services focuses on the following outcome areas:
Peace: inclusive governance, justice and peace Prosperity: inclusive, blue-green and sustainable growth Planet: sustainable management of natural resources, biodiversity conservation, strengthened climate and disaster resilience and management.UNDPโs programme is anchored in the principle of leaving no one behind, with specific focus on gender equality and womenโs empowerment including the fight to end violence against women and girls, and empowerment and engagement of youth and persons with disabilities. The MCO serves the four countries from its office located in Apia, where it hosts approximately 50 personnel.
As UNDP is administering the Common Premise at One UN House that hosts more than 10 agencies with total personnel up to 120, the Administrative / Operations Unit plays a crucial role in the Office. ย The team represents the focal points for UNDP and agencies in administrative matters to better enable and leverage to work smarter and more efficiently, and ultimately to improve the way it provides value to UNDP partners, UN agencies, stakeholders, and beneficiaries.
Under the overall guidance and supervision of the Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. The Administrative Associate coordinates with and supervises support staff engaged in the fields of registry, general services, telephone operator/receptionist. 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 CO and other UN agencies staff to exchange information and ensure consistent service delivery.ย
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Duties and Responsibilities
The Administrative Associate works under the general supervision of the Operations Manager, and collaborates closely with colleagues across the MCO.
The Administrative Associate coordinates with and supervises support staff engaged in the fields of registry, general services, telephone operator/receptionist. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate also works in close collaboration with the other UN agencies staff to exchange information and ensure consistent service, including the day-to-day operational matters of One UN House Common Premise.
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Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality.ย
Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.ย Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs). Prepare administrative team results-oriented workplans. Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.Coordinate Asset Management in the Country Office.
Prepare and submit periodic inventory and asset management reports, coordinate physical verification of inventory items.ย Ensure proper inventory control and supervise proper issuance of inventory items and supplies.Provide support for effective administrative and financial control in the country office.
Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises. Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements. Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. Review travel authorizations, documentation, paymentsย Ensure proper planning and tracking of common services budget and of Agenciesโ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.Ensure appropriate and required administrative and logistical support is provided to the Country Office.
Coordinate the provision of reliable and quality office supplies. Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.ย Provide support for protocol matters, registration of staff, space, coordination with local authorities, and other administrative matters.ย Ensure maintenance of common services to ensure integrated of common services activities and implementation of the UN reform.Facilitate knowledge building and sharing in the Country Office.
Organize training for the operations/projects staff on administration. Provide sound contributions to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
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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 ย 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 ย 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 discriminationCross-Functional & Technical competencies:
Business Direction & Strategy
System Thinking - Ability to use objective problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, and to considering how altering one element can impact on other parts of the systemAdministration & Operationsย
Events management (including retreats, trainings and meetings) - Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.ยBusiness Management
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 fulfill and understand the real customers' needsProvide inputs to the development of customer service strategy. Look for ways to add value beyond clientsโ immediate requests.
Ability to anticipate clientโs upcoming needs and concerns.
Finance
Budget management - Ability to support budgetary aspects of work planning process, drawing and management of team budgetsProcurement
Procurement management - The ability to acquire goods, services or works from an outside external source.Administration & Operations
Vehicle Management - Knowledge of policy & procedures on fleet managementยย
Required Skills and Experience
Education:
Secondary education is required. A first-level university degree (bachelorโs degree) in Business Administration, Public Administration, Management, Finance/Accounting or related field will be given due consideration but is not a requirement.Experience:
Minimum seven (7) years (with secondary education) or four (4) years of relevant experience in management, administration, or financial areas in public sector. Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages. Experience in preparation of budget, financial reports & overviews; and processing payment requests. Experience and knowledge of procurement procedures of national / international organizations. Experience and knowledge of logistic, custom and taxation.Required Languages:
Fluency in English and Samoan required.Professional Certificates:
CIPS Level 2 Certificate in Procurement and Supply Operations or CIFPA certification in Finance will be as asset.ยย
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
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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