Programme Admin Associate

  • Added Date: Wednesday, 11 November 2020
  • Deadline Date: Wednesday, 25 November 2020

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.

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 joint programme addresses gender inequality in a coherent and comprehensive manner, covering a wide range of issues, such as political and economic empowerment of women, reducing violence against women and girls and promotion of womenโ€™s sexual and reproductive health and reproductive rights. The Joint Programming modality is the most effective approach to build on and complement the mandates, capacities, experience and expertise of each agency (UNDP, UN Women and UNFPA), and thus tackle an overly complex issue in Georgian society.

The main goal of the project is to promote gender equality and womenโ€™s empowerment by means of strengthening capacities of the government at both central and local levels and across the executive, legislative and judicial branches, engaging civil society and raising public awareness about gender equality. This goal will be achieved by realization of the following outcomes:

  • Enhanced womenโ€™s political and economic empowerment;
  • Enabling environment to eliminate violence against women and girls especially sexual and domestic violence;
  • Advanced gender equality and reproductive rights, including the most vulnerable women, adolescents and youth.

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Overall responsibilities:

The Admin Associate delivers quality Administrative (financial, HR and procurement)ย  Services in alignment with relevant rules, guidelines, processes and procedures for ensuring smooth operation of the UNJP. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the UNJP.

Specific tasks of the Project Support would include:

Provision of administrative services:

  • Set up and maintain project files;
  • Collect project related information data;
  • Update project work plans;
  • Administer Project Board meetings;
  • Organize meetings, seminars and trainings in the frame of the project. This includes preparing budgets and other materials for the meetings, coordinating travel and lodging of participants, paying DSA, etc.;
  • Coordinate travel arrangements and logistical issues including shipments and customs clearance; make necessary arrangements for the international and national experts missions, advise the stakeholders on all aspects of mission programming and logistics;
  • Handle travel arrangements for project staff, including arrangement of visa, accommodation and transportation.;
  • Prepare relevant documents for vendor registration for further reprocessing;
  • Perform duties of the back up to the Leave Monitor for office staff, including ensuring timely corrective action in Atlas, if required.

Project documentation management:

  • Review and maintain incoming and outgoing communications; draft correspondences, memos;
  • Interprets administrative and procurement policies and procedures and ensures alignment of UNJP with the established rules and procedure;
  • Compile, copy and distribute all project reports.

Financial, Procurement and HR Management, Monitoring and reporting:

  • Elaborates UNJP project budgets under the supervision of the Project Component Manager, develops tools and mechanisms for the efficient monitoring of the project budgets, and provides accurate and up-dated financial information to the Project Component Manager;
  • Support Project Manager in future arrangements/financial planning. Be fully aware of the financial status of the project and be able to provide necessary information/data;
  • Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;
  • Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment;
  • Act as Requestor in ATLAS to process Requisitions;
  • Assist UNFPA Country Office Administration to process Requisitions in ATLAS;
  • Provide assistance in the HR related project matters throughout the entire recruitment processes, contracting and timely disbursement of salaries. More particularly:
    • Set up and renew contracts with project staff and monitor/maintain staff leave records;
    • Recruit temporary experts/consultants in compliance with UNFPA recruitment procedures and extend their contracts (if required).
  • Maintain a procurement plan, participate in conducting procurement tenders and prepare procurement contracts for goods and services;
  • Control project assets, maintain office equipment and keep inventory list;
  • Perform other duties as required.
  • Set up and renew contracts with project staff and monitor/maintain staff leave records;
  • Recruit temporary experts/consultants in compliance with UNFPA recruitment procedures and extend their contracts (if required).

Corporate Competencies:

  • Demonstrates integrity by modelling the UN's values and ethical standards;
  • Promotes the vision, mission and strategic goals of UNFPA;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favouritism.

Functional Competencies:

  • Corporate Responsibility & Direction;
  • Good interpersonal skills, client-orientation, and ability to work in a team;
  • Ability to work under pressure with several tasks and various deadlines;
  • Actively generates creative, practical approaches and solutions to overcome challenging situations;
  • Excellent communications and presentation skills;
  • Usage of Information Technology effectively as a tool and resource;
  • High level of flexibility; demonstrates openness to change and ability to manage complexities;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills.

Education:

  • Bachelorโ€™s degree. Degree in Management, International Relations, Business Administration, Public Relations, English Language and Literature or similar fields.

Experience:ย  ย  ย  ย 

  • At least 7 (seven) years of work experience in the area of administration, HR and procurement;
  • Experience at working with government, private and international sectors;
  • Working experience in the UN Common system would be an asset;
  • Experience in management of client relations;
  • Knowledge of international organizationsโ€™ procurement and financial rules and regulations is an asset;
  • Experience in preparation of meetings and administrative documentation for projects;
  • Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint;
  • Experience in working with PeopleSoft.

Language Requirements:

  • Fluency in written and spoken Georgian and English.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

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Contract Duration: 1 year, with possibility of extension

This vacancy is archived.

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