Administrative Associate at United Nations Development Programme: (Deadline 6 August 2024)
This job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.
The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.
Through its portfolio, the Country Office (CO) has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.
Position Purpose
Under the overall guidance and supervision of the Operations Manager, the Administrative Associate, assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate supervises the local drivers. The Administrative Associate works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.
- Ensure full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies, and that inventory procedures are complied with at all CO units.
- Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Assist the OM in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
- Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces.
- Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
- Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals.
- Oversee disposal of items and accuracy of inventory data.
Provide support for effective administrative and financial control in the country office.
Assist in and provide inputs to the preparation of the unit budget.
- Maintain administrative control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor; creation of vendor setup information in Quantum.
- Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
- Consolidate and prepare summary statements for inclusion in the financial statements.
- Supervises local Driver fleet.
- Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
- Train office/project staff and asset management focal points engaged in the conduct of physical inventory.
- Provide sound contributions to knowledge networks and communities of practice.
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination : LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies
Business 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 fulfil and understand the real customers’ needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients’ immediate requests.
- Ability to anticipate client’s upcoming needs and concerns.
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
- Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
- Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
- Secondary education is required.
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
- Certifications in Administration and Procurement are desirable.
Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.
- Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems is required.
- Exposure to UN and/or UNDP procurement/administration procedures, grant applications and program implementation is an asset.
- Experience in assets management within the UN system is highly desirable.
- Experience in providing or coordinating operational support services to multiple organizational clients is an asset.
- Knowledge of UNDP’s Quantum or similar ERP systems is a plus.
- Knowledge of IPSAS and/or IFRS is required.
- Fluency in English and national language of the duty station is required for local staff (Kinyarwanda and/or Kiswahili)
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