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Common Services Administrative Associate

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
15 January, 2007
Last Date to apply:
29 January, 2007
Experience in years
2 to 4

5 to 6 years of progressively responsible administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.


Organizational Context

Under the guidance and direct supervision of the UNDP DRR (O), the Common Services Administrative Associate provides assistance in the execution of services for the Common Services Account projects.

The Common Services Administrative Associate works in close collaboration with the Operations Division teams of UNDP and also with the Administrative Focal Points for all UN Agencies operating in or from Pakistan. The Common Services Administrative Associate promotes a client-oriented approach.

The CSAA will ensure effective execution of financial, HR and procurement services and processes in CO and transparent utilization of resources consistent with UNDP rules and regulations.

Functions / Key Results Expected

Implementation of operational strategies 
Administration of budgets and cost-recovery system 
Accounting and administrative support 
Administration and implementation of HR strategies and policies 
Procurement related activities central to CSA 
Conduct of UN-related surveys

Supports preparation and implementation of the CSA Work Plan focusing on the achievement of the following results: 

Preparation of inputs to the CSA workplan. 
Proper control of the supporting documents for payment from the CSA. 
Review of the CSA expenditures and reporting to the direct supervisor. Preparation of required budget revisions.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: 

Preparation and modifications of budgets for CSA projects. 
Presentation of researched information for planning and status of financial resources of the CSA.
Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.

Provides HR services focusing on achievement of the following results: 

Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels. 
Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas. 
Maintenance of the CSA staffing table. 
Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.

Organizes procurement processes for CSA projects and at the request of other Agencies focusing on achievement of the following results: 

Preparation of procurement plans for the CSA projects and their implementation monitoring. 
Presentation of reports on procurement in the CSA. 
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies. 
Implementation of joint procurement processes for the UN Agencies in line with the UN reform. 
Ensures proper control of CSA Assets focusing on achievement of the following result: 
Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO and projects.

Ensures conduct of UN-related surveys focusing on achievement of the following results: 

Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys. Act as Secretary to work of LSSC. 
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys. 
Assist in development of common services and general inter-agency matters relating to UN Reform

Impact of Results

The key results have an impact on the overall UN programmes efficiency. Accurate analysis, data entry and presentation of information ensures proper UN programmes implementation. The information provided facilitates decision making of the management.


Corporate Competencies: 

Demonstrates commitment to UN mission, vision and values. 
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning 
Shares knowledge and experience 
Encourages office staff to share knowledge and contribute to UNDP Practice Areas 
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness 
Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets 
Sound knowledge of financial rules and regulations 
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management 
Focuses on result for the client 
Consistently approaches work with energy and a positive, constructive attitude 
Remains calm, in control and good humored even under pressure 
Demonstrates openness to change 
Responds positively to feedback and differing points of view

Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsSecondary Education. University Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field would be desirable, but it is not a requirement.