Administrative Associate (G6)

  • Added Date: Friday, 22 July 2022
  • Deadline Date: Thursday, 11 August 2022
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Background ย  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. ย  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.

Office for the Coordination of Humanitarian Affairsย (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHAโ€™s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The Administrative Associate reports to the Administrative Finance Officer, Mozambique.

This job opening is being advertised for the position of Administrative Associate and is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Maputo with OCHA Mozambique.

Under the guidance and supervision of the Deputy Head of Office, the Administrative Associate provides support to administrative services ensuring high quality of work, ensures accurate, timely, and properly recorded/documented service delivery. The Administrative Associate promotes a client, quality, and results-oriented approach.

The Administrative Associate works in close collaboration with staff in Mozambique hub, CO, and other UN agencies staff to ensure consistent service delivery. Under the guidance and supervision of the Deputy Head of Office, the Administrative Associate provides support to administrative services ensuring high quality of work, ensures accurate, timely, and properly recorded/documented service delivery. The Administrative Associate promotes a client, quality, and results-oriented approach. ย  Key Duties and Accountabilities:

Implementation of the operational strategies; Efficient administrative support; Supply and assets management; Administrative and financial control; Proper common services. Duties and Responsibilities Ensures implementation of the operational strategies focusing on achievement of the following results: Full compliance of administrative activities with UN/OCHA 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. Ensures efficient administrative support, focusing on achievement of the following results: Organization and coordination of shipments and customs clearance; Coordination of travel arrangements. Performing requisitioner role in Umoja for raising Shopping Carts and POs for travel and other administrative expenses; Organization of low value procurement processes receipt of quotations, bids or proposals, their preliminary evaluation as required; Organization of workshops, conferences, retreats; Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services; Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters; Assisting staff in travel arrangements for air and road missions especially to the field locations; Supervision of security and cleaning services; Coordination of transportation services, regular vehicle maintenance and insurance; Checking and certifying of vehicle daily log and gas consumption, update, and maintenance of vehicle history report; Prompt reporting and investigation of cases of vehicle accidents, damage, loss, or theft of items; update and maintenance of vehicle history report; Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.

Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports and pearly physical verification of assets/equipment; Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures; Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Umoja (ERP System); Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary; Coordination of common premises/services cost-recovery arrangements; Proper control of supporting documents of funds and activities; Provision of the information for the audit.

Ensures proper common services focusing on achievement of the following result:

Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform;

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services; Provision of reliable registry services.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff on the administrative procedures; Briefing/debriefing of staff members on issues relating to area of work; Sound contributions to knowledge networks and communities of practice. 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.

This vacancy is archived.

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