Travel and Administrative Associate (Open to all Applicants - Mozambican Nationals)

Office/Unit/Project Description

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 
UNDP Mozambique Country Office (CO) is part of the United Nations system working to support the country’s development agenda. Its overall aim is to ensure that people attain a better standard of living through sustainable development. Relations between the Government of Mozambique and the United Nations system were formalized on 1976. Geographically, UNDP interventions have a national coverage with focus on the provinces of Gaza, Sofala, Nampula and Cabo Delgado, where it has a long-established presence and strong relationships with local authorities, communities and civil society organizations.
The work of UNDP in the country is guided by the United Nations Development Assistance Framework (UNDAF) and focuses on:
i    Human development
ii.    Economic diversification and sustainable livelihoods; 
iii.    Climate resilience and sustainable use of natural resources; 
iv.    Peace building, human rights and inclusive governance
Under the overall guidance of the Deputy Resident Representative - Operations and the direct  supervision of the Head of Administration, the Travel & Administrative Associate provides assistance and support services as assigned under the key administration and travel functional areas. The staff demonstrates a clientoriented approach, tact, and ability to work with people of different national and cultural backgrounds.
 

Scope of Work 

The Travel and Administrative Associate will be responsible for all administrative work  of the CO. He/She will be responsible to manage schedules, gathers necessary resources and communicates progress to team members. 

1.    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 Project administrative business processes mapping and implementation of the intemal standard operating procedures (SOPs);
•     Provision of inputs to preparation of administrative team results-oriented workplans;
•     Provide support in managing of the project office, office supplies, office materials; 
•     Supervise the use and maintenance of CO vehicles and drivers;
•     Support the Project team in appointment and contracting, logistical arrangement and maintaining of project document;
•     Support processing requisitions, preparations of bids and purchase orders, liaising with suppliers and contractors and following up on deliveries, customs clearances, and payments;
•     Manage administrative function/matters and establish internal administrative systems and controls;
•     Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version.

2.    Ensure efficient travel administrative support focusing on achievement of the following results:
•     Coordination of travel arrangements. Performing a Travel Processor role in UNall; 
•     Processing of travel requests and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
•     Organization of procurement processes related to travel including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation; 
•     Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services;
•     Raise payment requisitions in Quantum  for DSA, travel, procurement and logistics issues;
•     Coordination of transportation services, regular vehicle maintenance and insurance;
•     Processing of cost-recovery bills in Quantum for the travel services provided by UNDP to other Agencies;
•     Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;
•     Arrangements for security clearance when required;
•     Manage hotel reservations for visiting UN/UNDP officials;
•     Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff;
•     Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
•     Processing of application and renewal of UNLP for UN staff; 
•     Preparation of routine correspondence, memoranda and reports in accordance with CO SOP;
•     Reconciliation of settlements to be paid by the Finance Unit;
•     Maintenance of attendance register and organising of meetings, workshops, travels and hotel bookings.

3.    Provides support to office maintenance and assets management, focusing on achievement of the following results:
•     Maintenance of records on assets management, preparation of reports;
•     Maintenance of files and records relevant to office maintenance;
•     Provision of support to maintenance of common premises and common service.

4.    Ensures knowledge building and knowledge sharing, focusing on the following results:
•     Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters; 
•     Support the organization/conduct of training on travel, financial management and administrative procedures;
•     Document lessons learned and best practices in Travel and Administration.
 

Institutional Arrangement
The Travel and Administrative Associate will function within the Administration Unit and work under the overall guidance and direct supervision of the  Head of Administration.
 

Core Competencies 

Achieve Results:    
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:    
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:    
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:    
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:     
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:    
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:    
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
 

Cross-Functional & Technical competencies 

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

P-card program management
Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management

Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving

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.

Knowledge Facilitation
Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange. 
 

Min. Education requirements: Secondary school completion is required.  Or University Degree in Commerce, Business or Public Administration, and other relevant fields will be given due consideration but is not a requirement.

Min. years of relevant work experience: Minimum 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in administrative work especially with development projects.

Required skills:

Desired skills:

Required Language(s): Fluency in English and Portuguese (written & verbal) is required.
 

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. 
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. 
 

Right to select multiple candidates
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.
 

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