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Common Services Administrative Associate (300 Series)

Job Category:
Administration
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UN
City/Location:
Islamabad
Country:
Pakistan
Posted On:
02 April, 2007
Last Date to apply:
15 April, 2007
Experience in years
2 to 4
Experience:

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.

Description:
 

Organizational Context

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

The Common Services Administrative Associate (CSAA) provides leadership in execution of the full range of Administrative services ensuring their transparency and integrity. The CSAA promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale.

The Common Services Administrative Associate can supervise and lead the support staff of the Inter Agency Unit.

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, Travel, Protocol 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.

Competencies

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
Promotes a learning environment in the office
Provides helpful feedback and advice to others in the office
Actively works towards continuing personal learning and development in one or more Practice Areas


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
Demonstrates strong oral and written communication skills
Remains calm, in control and good humored even under pressure
Demonstrated openness to change and ability to manage complexities
Responds positively to critical feedback and differing points of view
Solicits feedback from staff about the impact of his/her own behavior
(Female Candidates are particularly encouraged to apply)


Education
Must Degree Degree Level Country Description
YesSecondary Education. Matriculation / O levelsSecondary Education. University Degree or equivalent in Business or Public Administration or related field would be desirable, but it is not a requirement.