UNDP | Administrative Associate

Job ID/Title :Administrative Associate
Category :Administration/Operations
Brand :UNDP
Application Deadline :02-Nov-15
Duty Station :Gaza
Languages Required :Arabic, English,
   

Background:
Under the overall guidance and supervision of the DRR/Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in Gaza office ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
 
The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the UNDP/PAPP and other UN agencies staff to exchange information and ensure consistent service delivery.
The functions/duties/ key results of this job description are generic and not all duties are carried out by all Operation Assistants.

 
Description of Responsibilities:
Summary of key functions:
- Implementation of operational strategies
- Provision of effective and efficient Operation support services
- Support to supply and assets management
- Effective Operation and financial control in the office
- Proper common services
- Implementation of HR services
- Support to knowledge building and knowledge sharing

1. Function / Expected Results: Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of Operation activities with UNDP/PAPP rules, regulations, policies and strategies.
- Support to the PAPP Gaza office Operation business processes mapping and elaboration of the internal standard operating procedures (SOPs).
- Elaboration of proposals and implementation of cost recovery and reduction strategies in consultations with senior operation management.
- Assist the Head of Office in preparing the annual budget for office needs.
2. Function / Expected Results: Ensures effective and efficient provision of Operation support services, focusing on achievement of the following results:
- Coordination and supervision of support staff engaged in the fields of registry, general services, transportation, telephone operator/receptionist, etc.
- Responsible for Vehicle maintenance and movement inside and outside Gaza.
- Coordination and supervision of pouches, travel, events management, Operation surveys, transportation services and insurance, space management.
- Submission of information on Operation services provided for cost-recovery bills
3. Function / Expected Results: Provides HR services, under the supervision of Head of UNDP/PAPP HR Unit and in coordination with PAPP HR staff,  focusing on achievement of the following results:
- Implementation of recruitment processes in the Gaza office including supervision of technical exams, arrangement of interviews and drafting interviews reports.
- Maintenance of the Gaza Office staffing table.
- Liaises with the new hires the medical exams, preparations of personal files.
- Liaises with Hiring Unit on the on-boarding of the new hires
- Monitors contract extension of staff
- Supervise Leave Monitors in the Gaza Office
4. Function / Expected Results: Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management in the PAPP Gaza office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
- Coordination of the provision of reliable and quality office supplies
5. Function / Expected Results: Ensures effective Operation and financial control in the office, focusing on achievement of the following results:
- Implementation of the control mechanism for Operation services, maintenance of Operation control records such as commitments and expenditures.
- Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with Operation rules and regulations;
- Proper inventory control; supervision of proper issuance of inventory items and supplies.
6. Function / Expected Results: Ensures proper common services  focusing on achievement of the following results:
- Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
- Prepare service agreements with suppliers  regarding cleaning and condition of premises
- Arrange for maintenance of officer equipment and building infrastructure.
- Custodian of petty Cash at the Gaza Office. 
- Liaise with local government on the Vat exemptions for the different Gaza office programmes
7. Function / Expected Results: Support knowledge building and knowledge sharing in the Gaza Office, focusing on achievement of the following results:
- Organization of training for the operations/projects staff on administration.
- Briefing to staff members on general Operation matters; provision of advice and Operation support. Sound contributions to knowledge networks and communities of practice.
 
 Impact of Results
The key results have an impact on the efficiency of the Gaza Office. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies :
Competencies and Critical Success Factors:
Functional Competencies:   
Promoting Accountability and Results-Based Management
- Gathering and disseminating information;
- Gathers and disseminates information on best practice in accountability and results-based management systems;
- Prepares timely inputs to reports;
- Maintains databases

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Identifies new and better approaches to work processes and incorporates same in own work
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UNDP system
- Demonstrates ability to identify problems and proposes solutions
 
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
- Makes recommendations related to work procedures and implementation of management systems
Client Orientation
Level 1.1:  Maintains effective client relationships
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
 
Qualifications :
Education:
Secondary education.  Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:
5 to 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.
Language Requirements:
Working knowledge in the UN and national language of the duty station.
 

لتصلك اخر برامج التشغيل والوظائف في غزة على جوالك وبدون رسوم  ارسل حرف  غ  للرقم 37953

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UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly
 
Important message to all applicants!
- Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.
          
 
the vacancy is open only to the UN Common System for staff holding PA/CA/FTA contracts as candidates who are external or hold different type of contracts will not be considered
 

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