Administrative Associate

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. 
• Provision of inputs to the Project administrative business processes mapping and implementation of the intimal. standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplan

2. Ensures effective and efficient functioning of the Programme Management Unit focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches; background information and documentation for meetings and missions. 
• Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions. 
• Performance of a Buyer role in Atlas and preparation of POs for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation Preparation of POS.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats. 
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance. 
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources
• Research and retrieval of statistical data from internal and external sources; re oration 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. 
• Assistance in the preparation of budget, provision of information for audit.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common service.

5. Support knowledge building and knowledge sharing in the Project, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice.