Deadline: 19 August 2015
The United Nations Development Programme (UNDP) is currently seeking applications from the eligible applicants for the post of Administrative Associate based in Bishkek, Kyrgyzstan.
UNDP supports national democratic transitions by providing policy advice and technical support, improving institutional and individual capacity within countries, educating populations about and advocating for democratic reforms, promoting negotiation and dialogue, and sharing successful experiences from other countries and locations.
Key Job Responsibilities
Administrative Associate performs the following functions-
- Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Preparation of administrative team results-oriented workplans.
- Ensures efficient administrative support , focusing on achievement of the following results:
- Organization and coordination of shipments and customs clearance;
- Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
- Organization of procurement processes via local shopping;
- Organization of workshops, conferences, retreats;
- Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services;
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
- Coordination of transportation services, regular vehicle maintenance and insurance;
- Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
- Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report;
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
- Administration of respective contracts and LTAs.
- Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports;
- Coordination of assets reporting and advisory support on assets issues to projects;
- Coordination of the provision of reliable and quality office supplies.
- Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
- Maintenance of administrative control records such as commitments and expenditures;
- Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
- Coordination of common premises/services cost-recovery arrangements;
- Proper control of supporting documents of funds and activities;
- Provision of the information for the audit.
- Ensures proper common services focusing on achievement of the following result:
- Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
- Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Training of staff and project personnel on the administrative procedures;
- Briefing/debriefing of staff members on issues relating to area of work;
- Sound contributions to knowledge networks and communities of practice.
Eligibility Criteria
Applicants must have-
- Secondary education;
- Certification in administration desirable;
- University Degree in Business or Public Administration desirable, but it is not a requirement.
- 6 years of relevant experience in administration or programme support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web-based management systems.
- Fluency in English and Russian;
- Knowledge of Kyrgyz is an asset.
How to Apply
Applications must be submitted through online process.
For more information, please visit UNDP.
