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Administrative Associate (ALD)

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
UNDP - Inter-Agency Unit
Posted On:
13 February, 2008
Last Date to apply:
27 February, 2008
Experience in years
2 to 4

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.


Organizational Context

Under the overall guidance and supervision of the Inter Agency Manager , the Administrative Associate assists in the overall management of administrative services particularly event management, administers and executes processes and transactions 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 CO 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 Administrative Assistants.

Functions / Key Results Expected

Summary of Key Functions: 

 Implementation of operational strategies
 Efficient administrative and logistical support
 Support to supply and assets management
 Support to administrative and financial control
 Support to knowledge building and knowledge sharing

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 CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
 Preparation of related team results-oriented workplans.

2.  Ensures efficient administrative and logistical support , focusing on achievement of the following results:

 Organization and coordination of administrative and logistical arrangements
 Coordination of travel arrangements
 Organization of related procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
 Organization of workshops, conferences, retreats
 Coordination of DSA and travel agencies.
 Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

3.   Provides support to proper supply and assets management for events, focusing on achievement of the following result:

 Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports.
 Coordination of the provision of reliable and quality office supplies
 Coordination with vendors and service providers.

4.   Provides support for effective administrative and financial control, focusing on achievement of the following results:

 Maintenance of administrative control records such as commitments and expenditures.
 Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
 Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
 Coordination of common premises/services cost-recovery arrangements.
 Proper control of supporting documents of funds and activities.
 Provision of the information for the audit.

5.   Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

 Training of staff on the administrative procedures
 Briefing/debriefing of staff members on issues relating to area of work
 Sound contributions to knowledge networks and communities of practice.

Corporate Competencies:

 Demonstrates commitment to UNDP’s 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
 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 administer and execute administrative processes and transactions
 Ability to extract, interpret, analyze data and resolve operational problems
 Ability to supervise and train support staff
 Ability to perform work of confidential nature and handle a large volume of work 
 Good knowledge of administrative rules and regulations
 Strong IT skills, knowledge of Atlas
 Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
 Focuses on result for the client and responds positively to feedback
 Consistently approaches work with energy and a positive, constructive attitude
 Remains calm, in control and good humored even under pressure

Qualified Women are particularly encouraged to apply.

Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsSecondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.