Administrative Associate (NPSA 6)

Job Description

Job description
Administrative Associate (NPSA 6)

Locations: Garoowe, Somalia

Apply Before:01/11/2024, 06:59

Degree Level: Secondary School Leaving Certificate

Job Schedule: Full time

Agency: UNDP

Grade: NPSA-6

Vacancy Type: National Personnel Service Agreement

Practice Area: Management

Bureau: Regional Bureau for Arab States

Contract Duration: 1 Year with Possibility for extension

Education & Work Experience: Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages: English and Somali

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: no mobility

required: ICSC Grade ICS06 / G6

Job Category: Administration/Operations/Support
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.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.

UNDP Somalia has Country Office and Area Office in side Somalia, Garowe Area Office has been operating for the last 3 decades to service to Somali people live in these regions of Somalia and support to Puntland State Government/administration to create enabling, safe and secure environment with its inclusitivity. The Area Office also manages UN Common Compound Facility for 10 UN Agencies, Funds and Programmes with around 100 staff composed of nationals and internationals.

Garowe Area Office objective is to support the portofolios implementation, Climate Change and Resilience (RCC), Economic Recovery and Institutinal Development (ERID), Rule of Law and Security (ROLS) and Inclusive Politics (IP), and the UN Common Compound services facility management(UNCC Facility Management). Due to the high work load and the large scope of Garowe Area Office the Administrative Associate will assess both portlolios impliementation and the Facility Management.

The Administrative Associate will contribute to the implementation of the Area Office annual priorities and plans to meet the set goals of the projects and programmes.
Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies
Support to logistic and asset management
Provide administrative support.
Support to Guest House management
Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the

following results:

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.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Supports logistic and assets management focusing on achievement of the following

results:

Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies.
Fleet management: Logistic support and AV fuel record and maintenance management. Facilitate staff mission movement and vehicles day-to-day in collaboration with the security team.
Update asset record and update corporate asset verification exercise minimum twice a year.
Serve as a focal point for requirements of supplies and other logistic matters. Facilitate projects events and workshops venue facilities in collaboration with UNDSS and Security unit.
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
Manage area office asset and keep proper records, custodian, and asset movements records.
Tagging all furniture/equipment upon receipt from the supplier.Update of non-expendable property inventory record and track movement of furniture piece.
Records the asset, ensuring inventory information is up to date and accurate with location and custodian staff/personnel.
Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action.
Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
Preparation of inventory reports as required.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Raise e-requisitions for procurement process requests and LTAs payment releases.
Review and clearance of monthly bills for UNCC (Security, Electricity, Water, compound security vehicles) and UNDP AO, suppliers invoice.
Conduct market assessment of potential suppliers and suppliers records for each services
Ensure effective and efficient contract management.
Maintain records of incoming and outgoing correspondence.
Maintain office filing, record keeping and archive management.
Organize office storage space and arrange items in the stores systematically in an easily accessible manner.
HR focal point (leave monitor)
facilitate administrative actions to be taken as agreed at the Operations Meeting.
Facilitate tax exceptions request from the government.
Support visa applications and visa processing
Provides support to Guest House Management focusing on achievement of the following results:

Produce monthly guest house occupancy report
Provide daily guests house occupancy report to Radio room and to the HoAO.
Supervise Guest House services quality standards.
Monitor laundry services quality.
Monitor rooms cleaning services quality.
Supervise dining room set ups and food standards
Supervise services regularity; DSTV connection, clean water running, beds dressing.
Supervise recreational facilities, Gym and sports.
Assistance in the preparation of the unit budget
Maintenance of administrative control records such as commitments and expenditures.
Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff engaged in the conduct of physical inventory.
Briefing of staff members on issues relating to area of work
Sound contributions to knowledge networks and communities of practice.
Institutional Arrangement

Under the supervision of the Operations Specialist of the Area Office, the Administrative Associate will carry out administrative and logistics support, guest house management and control of expendable and non-expendable UNDP assets, assets disposal and update of inventory data, executes processes and transactions by ensuring high quality standard.

The Administrative Associate works in close collaboration with the Management Support & Business Development, Programme and Operations Teams in the Area Office, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Skills and qualifications
Competencies

Core Achieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Thematic AreaNameDefinitionBusiness ManagementCustomer Satisfaction/Client 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.

Business ManagementOperations ManagementAbility 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

Administration & Operations

UN travel documents

Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas and ensure oversight and endorsement.

Administration & Operations

Entitlement travel

Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

Administration & Operations Asset ManagementKnowledge 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 informationAdministration & OperationsVehicle managementKnowledge of policy and procedures on fleet managementProcurementProcurement ManagementThe ability to acquire goods, services or works from an outside external source. Required Skills and Experience Education:

Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services.
Certification in ACCA, CIPFA or CIPS is desirable.
Min. years of relevant 6 years of relevant experience in administration, logistics
Experience:

6 years of relevant experience in administration, logistics, asset
Management or Guest House management.
Skills and competencies in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of ERP systems.
Languages:

Fluency in the national and Somalia language is required.
How to apply
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders) Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. Applicant information about UNDP rosters 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. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.