Administrative and Protocol Associate

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.

UNV’s Management Services hold the responsibility for the strategic planning, managerial leadership, oversight and quality control of an integrated platform of operational services ensuring timely, effective and efficient delivery according to corporate performance standards and in compliance with the UN Regulations and Rules and UNDP´s accountability framework.

Under the guidance and supervision of the Team Leader Procurement, Travel and Administration Unit, in Management Services, the Administrative and Protocol Associate provides support to effective and efficient functioning of the unit and to a wide range of administrative and operational services ensuring quality of work, accurate, timely and properly recorded/documented service delivery. He/she analyzes and interprets rules and guidelines regarding coordination of protocolary processes and provides solutions to a wide spectrum of complex issues related to operational services.  The Administrative and Protocol Associate promotes a timely, client, quality and results-oriented approach and works in close collaboration with the PTAU team and relevant counterparts in UNV and UN Agencies to support business needs and facilitate information exchange.

Administrative services for UNV and at the request of other Agencies

• Ensure that administrative activities are in compliance with UN/UNDP/UNV rules, regulations, policies, strategies, and internal controls;
• Review current processes and make recommendations to improve systems and procedures;
• Develop, maintain and keep up-to-date Standard Operating Procedures of relevant administrative services;
• Provide interpretation of administrative rules, regulations and procedures;
• Maintain and monitor database records related to ongoing activities; coordinate collection of statistical information and ensure that information maintained in the relevant systems is accurate and updated;
• Maintain a record and filing system ensuring safekeeping of confidential materials;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of unit;
• Prepare cost-recovery reports for the administrative services provided by UNV to other UN Agencies;
• Collect information and assist in conducting surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, and house rentals;
• Implement joint administrative processes for the UN Agencies in line with the UN reform;
• Perform other related duties as required.

Provision of protocol and administrative services

• Facilitate and guide UNV management and personnel on matters of protocol and policy procedures, immigration statutes on immunities and privileges, and host country agreements;
• Provide immigration, protocol, and liaison services to UNV personnel and other UN personnel, their dependents and household helpers;
• Process driving licenses, motor vehicle registration and deregistration documents;
• Facilitate preparation of relevant customs clearance documents for official and personal shipments and ensure that financial costs are properly apportioned;
• Process visas for personnel on duty travel through foreign embassies in Germany;
• Classify and maintain protocol and accreditation files. Follow up on renewal of relevant documentation upon its expiry date;
• Act as liaison between UNV and the Ministry of Foreign Affairs and government officials on a variety of protocol and visa related matters;
• Liaise with the Protocol Office within the Ministry of Foreign Affairs on mission events including official meetings, conferences, ceremonies, and travel;
• Draft correspondence such as Note Verbales, Memorandums and Letters to the Ministry of Foreign Affairs;
• Keep informed on government and policy and procedures evolution;
• Maintain and provide up-to-date mailing lists and contact information of host-country government officials, diplomatic missions and UN Agencies;
• Process staff VAT reimbursement requests, keep pertinent records and ensure timely follow up as required;
• Arrange and monitor the issuance of visas, identity cards and special permits by the Federal Ministry of Foreign Affairs in Bonn and Embassies abroad, and follow up to expedite required actions.

Provision of office maintenance, procurement and logistical services

• Assist the head of unit and the Management Services Director in the area of office management;
• Plan, design, organize and implement office allocations for UNV personnel, and assist in ensuring that offices provide a healthy, safe and respectful working environment;
• Organize low-value procurement processes including preparation and conduct of RFQs, receipt of quotations, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Prepare purchase orders (POs) and contracts in and outside ERP system, as well as recurring purchase orders for contracting of services, ensuring vendors’ creation;
• Implement the internal control system which ensures that purchase orders are duly prepared and dispatched. Ensure corrective actions on POs with budget check errors and other problems;
• Support the planning and organization of meetings, special events, workshops and retreats, including liaising with different partners abroad and airport and border police to facilitate smooth entry/exit of participants;
• Identify meeting venues, arrange for conference services, transportation companies and related service support, and liaise with the Federal Ministry of Foreign Affairs, Aliens' Office, Customs Office and Police Department,   guiding colleagues on proper procedures, verifying eligibility and preparing the required attestations for approval;
• Provide reliable and safe driving services to UNV/UN officials and visitors, deliver and collect mail, documents and other items when required, and ensure proper use and maintenance of vehicle.

Document management

• Ensure organization´s compliance with the established record management policy;
• Identify the documentation management needs of each of the section/units;
• Contribute to the record management review and implementation, in close collaboration with the Information and Communications Technology Unit;
• Assist in the research for specific documents and regulatory framework policies, and collect reference and background material from records database to meet the unit´s specific demands;
• Facilitate the disposal of records and archive in accordance with the established policy.

Assets/custodials/inventory management

• Perform physical verifications for assets/custodial items/supplies and inventory verifications by checking the accuracy of records, physical status and location of property and submitting periodic reports;
• Provide support in managing physical assets disposal, including the submission to the Contracts, Assets and Procurement Committee (CAP), if applicable, and the implementation and recording of the disposal in the system; 
• Prepare inventory reports as required, ensure movements are recorded, and stock records are updated;
• Maintain records on assets management, prepare reports, and maintain files and records relevant to office maintenance.

Business Continuity Security Focal Point and support with Security arrangements

• Act as UNV Business Continuity Focal Point in Germany;
• Coordinate and ensure the timely update and approval of UNV Business Continuity Plan yearly exercise in consultation with the Management Services Director, ensuring full compliance;
• Provide security administration support and collaborate with the Human Resources Section to compile and maintain complete, accurate and updated UNV personnel database and warden/emergency communication system in place in close coordination with the Security team in the Common Services Unit;
• Assist in the headcounts, and timely and quick dissemination of information to UNV personnel in case of emergency situations;
• Assist with reporting of security incidents affecting UNV personnel, offices and assets.

Core

Innovation

• Ability to make new and useful ideas work

Leadership

• Ability to persuade others to follow

People Management

• Ability to improve performance and satisfaction

Communication

• Ability to listen, adapt, persuade and transform

Delivery

• Ability to get things done while exercising good judgement

Technical/Functional

Office Administration

• Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Operational Efficiency

• Ability to identify and execute opportunities to improve operational efficiency

Quality Assurance

• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Procurement

• The ability to acquire goods, services or works from an outside external source

Security & Safety (General)

• Knowledge of the UN Security Management System (UNSMS) and UNV's role in addressing security issues.

Education:

Secondary education;

University Degree is desirable, but it is not a requirement.

Experience:

6 years of relevant experience at the national or international level in one or more of the following areas: administrative assistance, protocol, document management; content management, and/or digital asset management;

Exposure to diplomatic relations or protocol;

Experience in the area of security and working on Business Continuity Planning is an asset.

Language Requirements:

Fluency in English and German.

Other:

Excellent skills in the usage of computers and office software packages (MS Word, Excel, etc.);

Valid driving B category driver’s license and safe driving record of minimum 5 years.

Note

Only short-listed applicants will be contacted;

The successful candidate will hold a UNDP letter of appointment;

This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits in EU member states. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.

Applicant information about UNDP rosters

UNDP/UNV reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP/UNV at the same grade level and with similar job description, experience and educational requirements.

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