Duties and Responsibilities
Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality:
• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Prepare administrative team results-oriented workplans.
• Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.
• Ensure client-oriented services provided efficiently from UNDP.
Coordinate Asset Management in the Country Office and UNDP Projects.
• Oversee the inventory and asset management.
• Ensure periodic reporting to management and relevant offices.
• Coordinate physical verification of assets/inventory items.
• Oversight and process insurances of the CO assets, vehicles and buildings as applicable as per the policy; For DIM project assets ensure that all necessary insurances are covered in coordination with Project Admin Finance Focals.
• Ensure proper inventory control and supervise proper issuance of inventory items and supplies.
Provide support for effective administrative and financial control in the country office.
• Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises.
• Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements.
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary.
• Review travel authorizations, documentation, payments
• Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.
Ensure appropriate and required administrative and logistical support is provided to the Country Office and UNDP projects.
• Effective leadership in teaming up for the support function area in Registry, transport, travel, Protocol including Visa, Shipments.
• Ensures client-oriented services is provided to different stakeholders;
• Ensure efficient management of CO transport support in compliance with UNDP rules of vehicle management
• Preparation and implementation of Standard Operating Procedures (SoPs) related to General Administration such as Travel, Transport, asset and protocol services.
• Responsible for preparation of ToRs for Travel, Customs Clearance services for joint procurement processes when led by UNDP;
• Ensure proper recording, safekeeping, maintenance and timely reporting of UNDP assets.
• Ensure scientific Inventory System for inventory items and Stationeries maintained.
• Coordinate the provision of reliable and quality office supplies.
• Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.
• Process protocol matters, in coordination with local authorities, and other administrative matters.
• Assign workstation allocation to new joining staff for CO in consultation with Operations Manager;
• Administrative support to conferences, workshops, retreats.
• Supervision and management of UNDP vehicles and drivers.
• Maintenance of the 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 Operations Manager.
• Assistance in the preparation of budget, provision of information for audit.
• Ensure prompt administrative services are provided to the external agencies, Programmes/Projects and cost-recovery is made accordingly.
Facilitate knowledge building and sharing in the Country Office.
• Organize training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.
Ensure safety and security of UNDP staff/personnel:
• With the guidance from the Operations Manager, provide assistance in the implementation of the security plan and all matters relating to safety and security of operations and management, to achieve the following:
o Develop and assist in the implementation of the Country Office Security Plan;
o Ensure MOSS/MORSS compliance of UN/UNDP personnel, offices, residences and equipment;
o Provide inputs to UNDSS in the preparation of comprehensive Security Risk Assessments;
o Provide timely and accurate security advice to staff and management;
o Ensure adequate liaison with UNDSS, UN agencies, diplomatic mission, government agencies and other relevant entities.
Ensure gender equality and social inclusion (GESI) prioritized in all the interventions
• Ensure that GESI is well captured and mainstreamed throughout the work.
• Ensure GESI is reflected in all the reports of the common services.
• Promote work life balance, prevention of sexual harassment and abuse of authority, ensure gender equality and respect for diversity
• Ensure the specific needs are considered e.g. of the persons with disabilities while providing services through the common services.
• Contribute to the Gender Equality Seal process.
Required Skills and Experience
Education:
Experience:
Languages:
UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.
