Admin Associate

Job Identification
‎15425
Locations
Cairo, Egypt
Posting Date
‎01/‎02/‎2024, ‎07:29 AM
Apply Before
‎01/‎09/‎2024, ‎07:29 AM
Job Schedule
Full time
Agency
UNDP
Grade
G7
Vacancy Type
Fixed Term
Practice Area
Management
Bureau
Regional Bureau for Arab States
Contract Duration
‎1 Year with Possibility for extension
Education & Work Experience
Bachelor's Degree - ‎4 year(s) experience OR High School certificate- ‎7 year(s)
experience
Required Languages
Fluency in English and Arabic is required
Vacancy Timeline
‎1 Week

Background

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.

Under the overall guidance and supervision of the Administrative Analyst, the
Administrative Associate provides overall administration support and
implements varied and inter-related operational and logistical activities,
ensuring high quality and accuracy of work. The Administrative Associate
promotes quality and results-oriented client support services.

Position Purpose:
The Administrative Associate works in close collaboration with the Operations,
Programme and Project staff in the CO and other UN agencies to exchange
information and ensure consistent service delivery.

Duties and Responsibilities
* Ensures implementation of operational strategies , focusing on achieving the following results:
* Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
* Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
* Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management in relation to Greening the Blue.
* Support to the UN Common services and Business Operations Strategy (BOS) through opportunity analyses, planning framework, sharing data and common services activities.
* Travel Management
* Coordinates and timely delivers the Travel Management Services provider's contract and its deliverables, which include invoice review, unused tickets management, UN ticket discount management, etc.
* Manages travel requests and reconciliations using Quantum and UN All systems. This includes tickets and DSA for both UN and non- UN suppliers.
* Liaises with travel vendors about programme enhancements and client/traveler concerns.
* Liaises with the UN partner agencies and other parties to the contract to ensure that the interests of the UNDP and partner agencies are adequately addressed.
* Prepares the request for proposal for the travel LTA including data collection from UN agencies and travel agencies in coordination with the procurement unit.
* Manages local and international travel related requests for UNDP, UNDSS and local travel for RCO.
* Advises personnel on entitlements and travel routes using the Global Distribution System.
* Ensures that processing of travel authorizations and travel claims are in line with travel entitlements for staff, consultants, UN and visitors, and that the travel arrangement follows POPP.
* Responsible for the overall review process, including review and approval of tickets issuance, Travel Requests, Travel Claims and Expense Reports to ensure accuracy of all calculations, availability of budget and supporting documentation.
* Manages the business process of the Travel and Expense module in QUANTUM including responding to GSSU cases
* Identifies, generates and reviews periodically reports from the QUANTUM Travel and Expense module.
* Analyzing the hotel market with the focus on price and quality of hotel services for annual submission of report to HQs and distribution of the Hotel list to all UN agencies.
* Oversight of the annual DSA survey, including the hotel data collection, review, analysis, and submission,
* Synthesis of data and conducts spot checks of the various travel-related expenses.
* Trains staff members to carry out the spot checks and improves their understanding and compliance with policy in the processing of travel-related expenses.
* Performs Protocol Focal Point functions, focusing on achievement of the following results
* Official UNDP liaison with the Protocol Department at the Ministry of Foreign Affairs,
* Advises all international UNDP personnel and those of other agencies under UNDP umbrella, on:
* General administrative matters and regulations pertaining to visas, residency, diplomatic ID, driving licenses etc…
* matters related to their privileges and personal effects including their entitlements, shipments and customs related issues.
* Prepares all documents pertaining to shipments and customs clearance arrangements for UNDP and other UN AFPs including IAEA.
* Protocol support service to VIP missions including SG, USGs and ASGs visits.
* Responsible for Administrative Support Services & Asset Management
* Plans and manages services provided by the registry, and general services clerk
* Presents researched information needed for planning of financial resources for administrative services.
* Follows up on UNDP Pos of goods and services and makes sure that payments and other administrative expenses are running smoothly.
* Manages supplier data collection for submission to GSSU.
* Manages protocol arrangements with MOFA for VIP missions including SG and ASGs visits, events, and workshops.
* Provides advise on administrative services to the RC office and UN agencies.
* Responsible for UNDP Asset Management which includes the following tasks.
* Confirms receipt and approves all incoming equipment, furniture and supplies and schedules delivery to users.
* Manages the data entry process.
* Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling delivery to users.
* Capitalization of appropriate items in accordance with UNDP's policies governing assets, estimated useful lives, cost; and the relevant "CAP" and "NONCAP" profiles.
* Utilization of the QUANTUM Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to "expense" item, in accordance with UNDP's policies and procedures to comply with IPSAS.
* Assist in physical assets' disposal including preparation of RAD form and all other documents pertaining to disposal.
* Tagging all furniture/equipment upon receipt from the supplier.
* Updating of non-expendable property inventory record and tracking movement of furniture in the office.
* Manages the annual physical inventory verification exercise by checking the accuracy of records and location of property.
* Manages annual inventory reports.
* Administrative and logistic support for VIP missions and Supports E-Procurement processes and event- and travel arrangements.
* Liaison with mission focal point to coordinate logistical arrangements for the VIP missions including.
* Responsible for hotel and venue reservation for VIP and delegation.
* Responsible for preparing Note Verbal to the Airport and other associated authorities for access to VIP area and other procedures upon arrival and departure at the airport.
* Coordinates with MOFA, UNDSS and the mission focal point to ensure smooth implementation of the mission schedule from arrival to departure.
* Convoy management for missions including SG and ASG visits in coordination with the UNDSS and MOFA.
* Ongoing liaison and coordination throughout the visit to effectively adjust arrangements as and when required.
* Handling Micro purchase processes for effective and timely delivery while ensuring compliance with UNDP's standard procurement procedures, guidelines, rules, and regulations.
* Managing and prioritizing E-procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/ Assistant including E-procurement for RC office and other UN Agencies.
* Tracking all E-Procurement processes up to delivery, acceptance, and payment.
* Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met; Document preparation for CAP submission; follow up on CAP requests and liaises with requesting units.
* The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
* Supervisory/Managerial Responsibilities:
* Supervision of office messengers who are responsible for the preparation of conference room, supervision of cleaners, office support including photocopying papers, checking on equipment and providing support in several areas during events held at the UNDP office.
Competencies

Core:

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

People Management (Insert below standard sentence if the position has
direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to ‎7 competencies)
Thematic Area
Name
Definition

External Relations & Advocacy
Public relations
Ability to build and maintain an overall positive public image for the
organization, its mandate, and its brand, while ensuring that individual
campaigns and other communications and advocacy initiatives are supported in
reaching the public

Administration & Operations
Assets management
Knowledge of policy & procedures on PP&E; ability to prepare financial
statements on PP&E; maintain Asset Management Module in ATLAS, Asset
Dashboard; develop supporting tools for assets certification and further
enhancements form module; design and run training programs, etc. on assets
management and assets recording; run AP-AM interface; perform AP-AM-GL
reconciliation; perform analytical review of AM reports and asset information
to ensure completeness and accuracy of asset information

Administration & Operations
Events management (including high level conferences, workshops, retreats,
trainings and meetings)
Ability to manage events, including venue identification, accommodation,
logistics, catering, transportation, and cash disbursements, etc.

Business Management
Customer 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 Management
Communication
* 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

Business Management
Operations Management
* 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

Required Skills and Experience

Education:
* Secondary Education is required OR University Degree in Business or Public Administration, Economics, Social Sciences, International Relations, Political Sciences or related field would be desirable, but it is not a requirement.
Experience:
* ‎7 years (with high school degree) or ‎4 years (with Bachelor's degree) of experience in administrative or programme positions is required at the national or international level is required.
* Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
* Fluency in English and Arabic is required.
* Extensive experience in Protocol management and handling VIP missions.
* Extensive experience in Asset management and Procurement.
* Substantive experience in travel and event management.
* Certifications in Administration and Procurement are desirable.
* Experience in handling web-based management systems such as Quantum is desirable.
Please note that continuance of appointment beyond the initial ‎12 months is
contingent upon the successful completion of a probationary period.

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.

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