Associate (e) Administrative (ve)

Return to opportunities Add to favourites Associate (e) Administrative (ve) Contract type Recruiter United Nations Development Programme (UNDP) Organization type United Nations Agency Sector Development Opportunity description:

Responsibilities

Under the general direction of the SMDF-RSF Team Leader and direct supervision of the Operations Specialist, the Administration Associate will have the following responsibilities: Administrative support to the facility focusing on achieving the following results:

Other information

Draft the agenda, ensure logistical follow-up of meetings and inform meeting participants. Attend these meetings when necessary; Keep up to date and follow-up on agreed decisions and actions; Preparation of non-PO and PO supporting documents; Maintain the internal expenditure control system, including timely corrective actions on unrecorded vouchers, including vouchers with budget control errors, correspondence exceptions, unapproved vouchers; Organize travel bookings, process visa applications, diplomatic cards, driver’s licenses and other administrative documents including tracking travel claim (TC); Manage office supplies, including maintaining the inventory list, distributing supplies according to staff needs and keeping a distribution log; Help facilitate the delivery, collection, reproduction and transmission of mail; Maintain the electronic archiving system to ensure the thematic organization and availability of documents, correspondence and reference material for any other related tasks that may be required or assigned by the supervisor; Provide administrative support to conferences, workshops, retreats; Coordinate with the Purchasing Unit for demand in the local and international market of goods and services; Maintain a system of filing administrative records while ensuring confidentiality. Support the implementation of operational strategies with a focus on achieving the following outcomes: Ensure full compliance of administrative activities with UNDP rules, regulations, policies and strategies; Contribute to the management of bid and performance assurance documents and implementation of related internal Standard Operating Procedures (SOPs); Provide inputs to the Program’s administrative processes; Provide administrative and logistical support; Perform additional tasks as needed. Support project planning and development of the annual work plan: Contribute to the development of annual work plans, business planning and sequencing, and detailed implementation plans; Support budget development; Support the periodic review of annual work plans and procurement plans in cooperation with the purchasing manager; Perform additional tasks as needed. Support the development and sharing of knowledge, best practices and lessons learned: Contribute to the collection and dissemination of lessons learned and good practices in environmental and disaster risk management;

Education / Qualifications

Organize capitalization and internal training sessions to strengthen the team’s skills; Assist in the development of guides and methodological tools for sustainable and resilient management.

Candidate profile

The incumbent of the post shall perform other functions within his/her functional profile, as deemed necessary for the proper functioning of the Office and the Organization. Institutional Arrangement: The Administrative Associate of SMDF-RSF will work under the direct supervision of the Operations Specialist. Candidate profile: Education High school graduation is required OR, A university degree (Bachelor’s Degree) in Business Administration, Public Administration or an equivalent field will be duly considered but not a required one

Experience

A minimum of six (6) years (with the high school graduation diploma) or three (3) years (with a Bachelor’s degree) of progressive work experience in the administrative field or in project management is required. Experience in the use of computers, office software (MS Word, , etc.), data packages and web-based management systems such as ERP are required Demonstrated experience in reporting and writing minutes of coordination meetings. Proven experience in the organization of events and meetings, including their logistical aspects. Experience in office administration and the application of administrative and/or accounting procedures. Prior experience with UNDP, the United Nations system, international institutions or development projects is an asset Relevant professional experience in project implementation, coordination and management, including experience in administrative and financial management is desirable Languages Fluency in French is required Knowledge of English is desirable; Knowledge of Wolof is desirable.

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