Background
The Administrative and Logistic Associate will provide all project staff with assistance in administrative matters, logistics, and human resources. She/he will be responsible for carrying out general administrative and logistical support activities which will contribute to better coordination and efficiency of the Project Unit (PMU โ Project Management Unit โ Global Fund).
She/he will contribute to strengthening the image of UNDP in front of partners, by ensuring that all PMU activities are well organized, efficient and in line with the PMU work plan.
She/he will establish good relationships with key partners, helping to strengthen administrative and management links, following the standards and guides of the UNDP and the Global Fund.
Duties and Responsibilities
Under the supervision of the Project Coordinator, and Project FM the incumbent will have the following key functions:
1. Reception, registration and methodical classification of documents (documents, letters, and other written materials arriving at the office), maintaining permanent files in hard and electronic copies; ensure reproduction (scan, email, photocopy and assembly of various documents) and filing;
2. Review and manage correspondence and register in the PMU document register: mail
arrival/departure, ensure good and rapid ventilation and follow operational commitments;
3. Compose and write letters, memoranda and notes;
4. Provide necessary support in the preparation of the agenda and other relevant documents
for meetings and trainings;
5. Provide support in the organization of incoming collection correspondence and processing of
data from project activities and transmit to the manager ;
6. Keep the register and manage the distribution of supplies (stock of consumables) for the project; assist the PSM and CO (country office) unit with asset management, conducting twice per year a physical verification of assets, both for the Health Team and for its partners;
7. Support the preparation of the various official national and international missions (and all related documents, including Mission Orders and Visa Letters) and the travel of project members;
8. Arrange appointments and keep a manual and electronic calendar for this purpose;
9. Organize all meetings and conference calls, including the logistical support necessary to guarantee the success of communications.
10. Contact and support partners in the organization of meetings, conferences, trips (including
field visits), linked to project needs;
11. Assist with logistics coordination and with project vehicles maintenance;
12. Provide logistical and administrative support for other project units and the organization of the various audits ;
13. Provide administrative support for data entry into UNDP and United Nations databases (QUANTUM, UNALL, UNDSS, etc.);
14. Provide guidance and supervision of 5 drivers, monitoring their performances and coordinating their daily work and their fuel needs and usage, including monitoring them through the Fleet Tracker system, producing weekly reports;
15. Knowledge sharing among the members of the Health team ;
16. Representing the Health Team as focal person in the CO Gender Committee ;17. Responsible for the on-boarding on new staff in the Health Team ;
18. Carry out any other task entrusted to him/her by his/her supervisor and the project coordinator
Competencies Core ย 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:ย 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 makingย
Cross-Functional & Technical competencies (insert up to 7 competencies)ย Thematic Area Name Definition Business Managementย Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making Business Managementย Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed Business Managementย Customer Satisfaction/Client Managementย 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 clientsโ immediate requests. Ability to anticipate clientโs 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.ย Business Management Monitoring Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results. Technical - Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets Technical โ _ProcurementProcurementย
management
The ability to acquire goods, services or works from an outside external sourceRequired Skills and Experience
Education:
Secondary education is required, or University Degree in Business Administration, Public Administration, human resources, or equivalent field will be given due consideration, but it is not a requirement.Experience:
A minimum of 6 years (with high school diploma) or 3 years (with bachelorโs degree) of progressively responsible administrative or project experience with international or national organizations is required. Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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