The Ugandan Jobline

Title:      Administrative Associate

Organization: United
Nations Development Programme (UNDP) 

Duty
Station:
Kampala, Uganda

Grade: G6

About
US:

The United Nations
Development Programme (UNDP) is the United Nation’s global development network.
UNDP advocates for change and connects countries to knowledge, experience and
resources to help people build a better life. The UNDP provides expert advice,
training, grant support to developing countries including Uganda with
increasing emphasis on assistance to the least developed countries.

Job Summary:  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 works in close collaboration with the Operations,
Programme and projects staff in the CO and other UN agencies staff to exchange
information and ensure consistent service delivery

Key Duties and Responsibilities: 

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 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 a Buyer role in Atlas for preparation of Travel
Requests for travel (both domestic and international) and other administrative
expenses.

·       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.

·       Supervision of 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.

·       Processing of Purchase
orders for travel in Atlas. Ensures availability of budget according to COA.

·       Processing of
cost-recovery bills in Atlas for the travel services provided by UNDP to other
Agencies.

·       Follow-up with
contracted travel agent to ensure provision of high quality professional
service and most competitive price.

·       Provision of information
to the staff on travel including entitlements, travel route and hotel arrangement.

·       Provide information on
hotel for visiting UN/UNDP officials.

·       Processing requests for
visas for all UN travelers, as well as requests for Resident Permit and
Diplomatic Identification Card for international staff.

·       Arrangement for airport
pick-up of high-level officials and support to expediting of customs and
immigration procedures, as necessary.

·       Processing of
application and renewal of UNLP for UN staff

·       Preparation of routine
correspondence, faxes, memoranda and reports in accordance with CO SOP.

·       Reconciliation of
settlements to be paid by the Finance Unit

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

·       Set up of assets
management procedures in the CO

·       Receiving, inspecting
and verification of all incoming equipment, furniture and supplies and
scheduling deliveries to users.

·       Tagging all
furniture/equipment upon receipt from the supplier.  Update non-expendable property inventory
record and track movement of furniture piece.

·       Entering records in the
asset control database (system)

·       Support to the
management on physical assets disposal. 
Review of assets and recommendation of physical assets for
disposal.  Documentation preparation for
submission to CAP; follow up on request and liaise with requesting unit and
maintenance for disposal action. 
Oversight of disposal of items and accuracy of inventory data.

·       Conduct of the annual
physical inventory verification exercise to ensure accuracy of records and
location of property.  Ensure that
managers sign off on the physical count and correctness of the inventory system
database.

·       Preparation,
certification and timely submission of inventory reports

·       Assets management in
Atlas ensuring inventory records are up to date and accurate.

·       Consolidation and
preparation of summary statements for inclusion in the financial statements.

·       Identification of
problem areas in the inventory system, input and conversion of data entered
into the system and maintenance of the system and corrective actions taken to
ensure reliability of information retrieved from the system.

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 Atlas;

·       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.

Qualifications, Skills And Experience:

·       The applicant for the United Nations Development Programme (UNDP) Administrative Associate should have completed secondary
education.  Certification in
administration desirable. University Degree in Business or Public
Administration desirable, but it is not a requirement.

·        5 to 6 years of relevant experience in
administration or programme support service. Experience in the usage of
computers and office software packages (MS Word, Excel, etc.). Experience in
handling of web-based management systems.

·       Knowledge Management and
Learning

·       Shares knowledge and
experience

·       Actively works towards
continuing personal learning and development in one or more practice areas,
acts on learning plan and applies newly acquired skills

·       Development and
Operational Effectiveness

·       Ability to administer
and execute administrative processes and transactions

·       Ability to extract,
interpret, analyze data and resolve operational problems

·       Ability to supervise and
train support staff

·       Ability to perform work
of confidential nature and handle a large volume of work 

·       Good knowledge of
administrative rules and regulations

·       Strong IT skills,
knowledge of Atlas

·       Ability to provide input
to business processes re-engineering, implementation of new system

·       Leadership and
Self-Management

·       Focuses on result for
the client and responds positively to feedback

·       Consistently approaches
work with energy and a positive, constructive attitude

·       Remains calm, in control
and good humored even under pressure

How to Apply:

All
suitably qualified and interested Ugandan nationals should submit their
applications online at the link below.

Click Here

Note: UNDP 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 at the
same grade level and with similar job description, experience and educational
requirements. UNDP
is committed to achieving diversity within its workforce, and encourages all
qualified applicants, irrespective of gender, nationality, disabilities, sexual
orientation, culture, religious and ethnic backgrounds to apply. All
applications will be treated in the strictest confidence.

Deadline: 9th April
2020

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