ADMINISTRATIVE ASSOCIATE (GS7 – FTA) 299 views6 applications

The Position:

The Administrative Associate position is located in the Arab States Regional Office (ASRO). The Administrative Associate delivers quality services in the areas of human resources, procurement, assets management, vehicles management and general administration in compliance with the relevant rules, guidelines, policies and procedures. The Administrative Associate takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines, provides support and guidance to the RO, and provides leadership to administrative staff in sub-regional and country offices. The Administrative Associate reports to the International Operations Manager (IOM) and supervises support staff as assigned.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Administrative Associate supports the RO operational activities in the areas including human resources, procurement, assets management, vehicles management and administration. The Administrative Associate should demonstrate a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines while providing support and guidance to the Country Office (CO) and UNFPA-supported projects.

The Administrative Associate would be responsible for:

A. Human Resource Management

· Assist the IOM in overseeing the staffing requirements for the RO while handling a wide range of HR activities in the areas of recruitment and personnel administration for internationals and nationals;

· Support the recruitment and selection process while applying best HR practices in accordance with rules and regulations;

· Keep an updated tracker of staff learnings and completion of corporate mandatory courses;

· Act as a focal point for renewal of contracts on UNFPA Global Directory;

· Contribute to the effective induction of new personnel and the handover processes of exiting personnel;

· Handle the settlement of UNDP HR cost recovery services;

· Follow up on the settlement of personnel entitlements (education grant, HL, settling in allowance…etc.) in coordination with UNDP Egypt and UNDP HQ;

· Assist the IOM in the preparation and monitoring of the plans for operations unit; in responding to recommendations and any information required from operations; monitoring compliance with the Performance Appraisal and Development cycle (PAD) and supporting staff who need advice in developing preparing their PAD; and staff learning and development (training and workshops);

· Initiate the renewal of all local personnel contracts well in advance;

· Liaise with the Programme/Technical Team on HR administration and staffing related matters;

· Interpret UNDP/UNFPA Personnel rules and regulations and provide guidance to the RO, Sub ROs and COs; identify ways in which the HR needs can be met within existing policies; adapts processes and procedures, anticipate and manage HR requirements of the RO;

· Maintain accurate and complete personnel and recruitment files in a confidential and secured manner;

· Follow up to ensure staff resident permits are acquired and other protocol activities are also carried out in a timely manner;

· Implement corporate human resources management policies and strategies in support of the operations of the RO, Sub ROs and Country Offices;

· Assume overall responsibility for attendance and absence leave management;

· Presents the RO in the UN Interagency HR Group;

B. Procurement Activities

· Implement corporate procurement management policies and strategies in support of the operations of the RO, and Country Offices;

· Ensure timely provision of goods and services for the RO;

· Review procurement requests and initiate procurement procedures and biddings for the RO supplies and services in a transparent and cost effective manner;

· Prepare all procurement contracts and act as a focal point with suppliers and vendors for all contractual matters;

· Liaise with the Programme/Technical Team on procurement related issues;

· Assist the IOM in developing and reviewing related Standard Operating Procedures (SOPs) and effectively reinforce the applications of those SOPs;

· Issue all consultant contracts and keep an updated tracker of all ongoing consultancies;

· Supervise the travel component to ensure best quality travel services while adhering UNFPA/UNDP Duty Travel Policy and internal SOPs;

· Act as Buyer on ATLAS which implies issuing, cancelling and closing POs;

· Act as a backup for RO Vendor Portal requests and create, update, evaluate vendors on UNFPA Vendor Portal;

· Presents the RO in the UN Interagency Procurement Group;

C. Asset Management

· Act as the RO main Asset Focal Point (AFP) and manage the assets of the RO and in accordance with UNFPA Fixed Asset Management Policy and Procedures;

· Conduct and complete the yearly physical count process of RO asset;

· Keep ASRO Asset Management Dashboard clear and promptly take corrective actions to clear any issues on the dashboard;

· Initiate and finalize certification of RO assets on yearly basis;

· Handle cases of asset disposal, asset transfer, asset impairment, asset loss or theft in a timely and accurate manner;

· Ensure proper hard recordkeeping of RO asset (signed Custodian Forms, RADT Forms, Certification of Assets, and proof of physical counts…etc.);

· Always record and maintain updated asset data on ATLAS Asset Management Module;

D. Vehicles Management

· Act as the Vehicle Focal Point (VFP) for the RO;

· Supervise RO Senior Driver and Driver while ensuring adherence to UNFPA Vehicle Management Policy in day to day activities;

· Ensure that the use of UNFPA office vehicles must always serve the best interests of UNFPA while demonstrating cost effectiveness and best usage of RO resources;

· Secure and meet the country requirement of vehicles’ insurance through proper yearly insurance coverage and yearly licensing and registration;

· Ensure that UNFPA vehicles are maintained in the most cost-effective manner possible;

· Ensure complete recordkeeping of vehicles especially in relation to petrol register, daily logs, and maintenance records;

E. General Administration

· Interpret UN/UNFPA Administrative rules and regulations and provide guidance to the RO, SRO and COs; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the RO;

· Develop SOPs and mechanism for effective and efficient monitoring of administrative activities in support of the ROs’ operations;

· Oversee and review all correspondence with MOFA and different local authorities in relation to RO VAT letter, residence visas, vehicles licenses, incoming/outgoing shipments…etc.;

· Act as the RO petty cash custodian;

· Oversee logistics preparation for Operations’ regional events;

· Update RO flexible working arrangements in accordance with UNFPA Work and Life Policy;

F. Perform any other duties as may be assigned by the management of the Regional Office.

Qualifications and Experience:

Education:

Completed Secondary Level Education required. First level university degree is desirable.

Knowledge and Experience:

· Seven years of relevant experience in administration, HR, and procurement.

· Proficiency in current office software applications and corporate IT systems.

· Knowledge of atlas/peoplesoft or other ERP system is highly desirable.

· Prior UN experience in administration is an asset.

Languages:

Fluency in oral and written English and Arabic is required.

Required Competencies:

Values:

• Exemplifying integrity,

• Demonstrating commitment to UNFPA and the UN system,

• Embracing cultural diversity,

• Embracing change

Functional Competencies:

• Providing logistical support

• Managing data

• Managing documents, correspondence and reports

• Managing information and work flow

• Planning, organising and multitasking

• Supporting financial data analysis

Core Competencies:

• Achieving results,

• Being accountable,

• Developing and applying professional expertise/business acumen,

• Thinking analytically and strategically,

• Working in teams/managing ourselves and our relationships,

• Communicating for impact

Managerial Competencies:

· Providing strategic focus,

· Engaging in internal/external partners and stakeholders,

· Leading, developing and empowering people, creating a culture of performance

· Making decisions and exercising judgment

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus cost of living adjustment, rental subsidy, education grant, home leave, health insurance and other benefits as applicable.

Disclaimer:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.