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Job Title:  Administrative Associate

Organisation: United Nations Population Fund (UNFPA)

Duty Station:  Kampala, Uganda

About US:

UNFPA, the United Nations Population Fund, is the lead UN agency for delivering a world where every pregnancy is wanted, every birth is safe, and every young person’s potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. Since UNFPA started working in 1969, the number – and rate – of women dying from complications of pregnancy or childbirth has been halved. Families are smaller and healthier. Young people are more connected and empowered than ever before.

Job Summary:  Under overall guidance and supervision of the Representative and direct supervision of the International Operations Manager, as a member of the CO management services team, the Admin Associate provides functional leadership in administrative systems of the Country Office.  He/she supervises personnel and functions in the areas of Logistics, Fleet Management & Reception, as well as Travel & Protocol.

The Admin Associate is responsible for effective delivery of administrative services, transparent utilization of resources and supports the management of the CO Operations Unit. He/she analyzes and interprets the admin rules and regulations and provides solutions to a wide spectrum of complex administrative, logistical and travel issues.

He/she delivers quality services in administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she promotes a collaborative, client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects. This Admin Associate supervises the work of sub teams in (1) Logistics, (2) Fleet Management & Reception and (3) Travel & Protocol.

Key Duties and Responsibilities:  

Effective General Administration

• Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery.
• Prepares and monitors the administrative budget and ensures activities are in accordance with UNFPA rules and procedures. Proposes procedures to improve internal controls.
• Implements corporate systems and applications in support of country office operations, including assets, vehicles and premises management; creates systems and mechanisms for effective management of UNFPA resources required for NEX, and advises and trains project staff in NEX procedures. Maintains continuous and accurate/up-dated flow of information between Country Office and HQ.
• Serve as escalation point or support for issues of logistics, fleet management & reception, as well as Travel and Protocol across the CO
• Adapt processes and procedures to maximize effectiveness and efficiency in admin operations and management
• Ensure full compliance relevant UN rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the administrative management systems.
• Continuous analysis and monitoring of the admin situation, presentation of forecasts for development and management projects.
• Facilitate effective budget management of office resources; elaborate proper mechanisms to eliminate deficiencies in budget management.

Effective Logistics Management

• Oversee the effective staffing and supervision of Logistics function in the Operations Unit
• Oversee logistics and management of scheduled upcoming missions and international meetings, including VIP protocol arrangements for high-level officials.
• Ensure logistical support to meetings, conferences and workshops are provided from the operations unit and secretarial support during the meetings are adequately catered for.
• Oversee development of logistics protocols and effective application of UNFPA polocies and procedures on logistics management.
• Coach, supervise and appraise performance in the logistics function
• Routinely monitor exception reports for unusual logistics activities and investigate anomalies or unusual transactions. Informs management of the results of the investigations.
• Supervise delivery of effective and efficient logistical support services to UNFPA’s staff and clients across the country.

Fleet Management and Reception Services

• Ensure policies, guidelines and procedures are adapted for the effective maintenance of the fleet of vehicles for UNFPA Uganda.
• Ensure effective maintenance of vehicles records, logs official trips, etc.
• Ensure cost-savings through proper use and maintenance of vehicles
• Develop and maintain systems for effective documentation, registrations, insurance, and related needs of the fleet of vehicles
• Ensure all statutory and legal formalities are adhered to
• Ensure effective staffing of the reception of UNFPA CO and related reception services are provided to staff.
• Oversee the provision of services including filing, photocopying, mailing and distribution of newsletters and publications, telephone and utilities; and maintenance of stores
• Receive and process/manage escalation of issues in fleet management and reception services

Travel and Protocol

• Develop and adapt relevant rules, policies and procedures for travel and protocol services in the CO
• Ensure compliance by all staff with rules, policies and procedures for travel set by UNPFA
• Ensure a seamless experience is delivered for internal and external clients on issues of visa, travel documentation, tickets, hotel bookings and related protocols
• Oversee the work of the Travel and Protocol Associate and Fleet Assistant in ensuring effective transport coordination, immigration services, security and related protocol services.
• Oversee the processing of related travel authorizations

General Support

• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

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Qualifications, Skills and Experience:

• The applicant for the United Nations Population Fund (UNFPA) Administrative Associate job should have completed Secondary Level Education. Required.
• First level university degree is desirable in business administration, public administration, information technology, economics or related field is preferable.
• Seven years of relevant experience in administration, finance or office management.
• Relevant experience in providing administrative management services
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
• Experience in Fleet Management, Travel Management or Logistics is an added advantage
• A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
• Demonstrated ability to work in a team
• Languages: Fluency in English; knowledge of other official UN languages, preferably French is desirable.

Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact

Functional Skill Set:

• Advocacy/Advancing a policy-oriented agenda
• Implementing management systems.
• Business acumen and ability to multi-task and balance competing priorities.
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Delivering results-based programmes
• Technical Understanding of the areas of work
• People Management and Leadership
• Managing financial processes
• Proficiency in current office and multimedia software applications

Compensation and Benefits: This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

How to Apply:

All interested applicants who wish to join the United Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.

Click Here

Deadline: 26^th October 2022

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