Associate (e) Administrative (ve)

Administrative Associate(ve) – PNUD

The United Nations Development Programme (UNDP) is the global development network of the United Nations. It connects countries with knowledge, experience and resources to help people build a better life. Present in more than 170 countries and territories, UNDP supports countries in achieving their own development goals and internationally agreed goals. It creates and shares solutions in the areas of sustainable development, democratic governance and peacebuilding, as well as resilience to climate change and disasters. UNDP supports the 2030 Agenda for Sustainable Development and the 17 Sustainable Development Goals (SDGs), which help shape global sustainable development for the next decade. The UNDP Regional Office for Africa (RAO) is its largest regional office: it covers 46 countries, ranging from high-middle-income economies to least developed countries, as well as countries in crisis and post-crisis situations.

In the LCB region, significant progress has been made in addressing multidimensional crises, including the fight against terrorist factions. Boko Haram. The security situation remains volatile, however, leaving 2.8 million internally displaced and 257,100 refugees in the region as of March 2024. The structural causes of the crises persist: weak presence of local authorities, community tensions and long-standing marginalization. These factors have led to a lack of trust between states and communities. The impacts of climate change are also a major risk factor in a region marked by fragility. The complex challenges facing the LCB region require time-limited, local and integrated civilian interventions. Active from September 2019 to August 2024, the Regional Stabilization Mechanism (DRS) focused on building trust between communities and legitimate authorities, as well as laying the foundations for recovery, peacebuilding and development in the LCB region.

Responsibilities

Under the general direction of the SMDF-RSF Team Leader and direct supervision of the Operations Specialist, the Administrative Associate assumes the following responsibilities.

Administrative support to the facility, focused on achieving the following results:

Draft the agenda, ensure logistical follow-up of meetings and inform participants; attend these meetings when necessary. Keep up-to-date and follow up on agreed decisions and actions. Prepare non-PO and PO supporting documents. Maintain the internal expenditure control system, including timely corrective actions on unrecorded supporting documents, including those involving budgetary control errors, correspondence exceptions or unapproved supporting documents. Organize travel bookings, process visa applications, diplomatic cards, driver’s licenses and other administrative documents, including tracking travel claims (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 materials, as well as any other related tasks that may be required or assigned by the supervisor. Provide administrative support to conferences, workshops and retreats. Coordinate with the Purchasing Unit for local and international demand for goods and services. Maintain a system of filing administrative records while maintaining confidentiality.

Support for implementation of operational strategies, focused on achieving the following results:

Ensure full compliance of administrative activities with UNDP rules, regulations, policies and strategies. Contribute to the management of bid and performance guarantee documents, as well as the implementation of related internal Standard Operating Procedures (SOPs). Provide inputs to the administrative processes of the Program. Provide administrative and logistical support. Perform additional tasks as needed.

Support for 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 the development of budgets. Support the periodic review of annual work plans and purchase plans in cooperation with the purchasing manager. Perform additional tasks as needed.

Support for 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. Organize capitalization sessions and internal training to strengthen the skills of the team. 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.

Skills

Get results – Level 1: plan and control your own work, pay attention to details, provide quality work on time. Thinking in an innovative way – Level 1: open to creative ideas and known risks, solve problems pragmatically and make improvements. Learning constantly – Level 1: open-minded and curious, sharing knowledge, learning from mistakes, asking for feedback. Adapt with Agility – Level 1: adapts to change, constructively manages ambiguity and uncertainty, is flexible. Act with determination – Level 1: shows dynamism and motivation, is able to be calm in the face of adversity, is confident. Commitment and partnership – Level 1: shows compassion and understanding towards others, builds positive relationships. Fostering diversity and inclusion – Level 1: Appreciates and respects differences, is aware of unconscious biases, faces discrimination.

Cross-cutting and technical skills

Management of the organization – Project management: being able to plan, organize, prioritize and control resources, procedures and protocols in order to achieve specific goals. Results-based management: being able to manage the implementation of strategies, programs and projects with a focus on improving performance and achieving demonstrable results, knowing and understanding relevant theories, concepts, methodologies, instruments and tools. Project management: the ability to plan, organize, prioritize and control resources, procedures and protocols in order to achieve specific goals. Partnership Management: Build and maintain partnerships with broad networks of stakeholders, governments, civil society and private sector partners, experts and others, in line with UNDP strategy and policies. Management of partnerships – Resource mobilization: identifying sources of funding, aligning funding needs (programs, projects, initiatives) with funding opportunities and establishing a plan to meet funding needs. The 2030 Agenda: Commitment and Effectiveness. Quality assurance of projects. Results-based annual report.

Required skills and experience

Education: High school graduation is required. A university degree (Bachelor’s Degree) in business administration, public administration or an equivalent field will be duly considered, but is not a requirement.

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

Languages: Fluency in French is required. Knowledge of English is desirable, as is knowledge of Wolof.

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