Undp Doha, Qatar

BACKGROUND

The Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA`s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. 

Under the overall guidance of the HoO and the direct supervision of the Public-Private Partnerships Officer, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. Qatari nationals are strongly encouraged to apply. While we welcome applications from individuals of all nationalities, please note that residency in Qatar is mandatory for non-Qatari applicants.

 Key Duties and Accountabilities

Summary of Key Functions: 

• Implementation of operational strategies
• Efficient administrative support
• Support to supply and assets management
• Support to administrative and financial control
• Support to common services
• Coordination of Registry and Receptionist functions
• 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 administrative team results-oriented workplans.

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

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of 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, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters, and other official communications. 
• Coordinates extensively with service units and liaises frequently with internal team members both in Geneva and New York.
• Performs other related administrative duties, as required (e.g., processes travel requests in Umoja; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff

3.   Provides support to proper supply and assets management, 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

4.   Provides support for effective administrative and financial control in the office, 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.   Ensures proper common services  focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
• Assists with day-to-day administration of contracts between the UN and external entities for extra budgetary contributions.
• Prepares and processes all UN forms and permissions for contractual and work Unit

6.   Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Provision of reliable registry services.

7.   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.

QUALIFICATIONS

Education:

• High School diploma with six years of experience in administration, management, or programme support services. 

OR

• Alternatively, a bachelor’s degree in a relevant field in administration, business, or public administration with three years of experience.
• Certification in administration would be an advantage. 

Experience, Knowledge, and Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Similar experience working with the UN or other international organizations would be an advantage.
• Experience in using ERP systems (Umoja/SAP/Oracle) is highly desirable

Language Requirements:

• Fluency in written and spoken English and Arabic is required. 
• Knowledge of other regional languages is an asset. 

COMPETENCIES

Core Values: 

Integrity

• Upholds the principles of the United Nations Charter.
• Demonstrates the values of the United Nations, including impartiality, fairness, honesty, and truthfulness, in daily activities and behaviors.
• Acts without consideration of personal gain.
• Resists undue political pressure in decision-making.
• Do not abuse power or authority.
• Stands by decisions that are in the Organization’s interest even if they are unpopular.
• Takes prompt action in cases of unprofessional or unethical behavior.

Professionalism

• Shows pride in work and achievements.
• Demonstrates professional competence and mastery of subject matter.
• Is conscientious and efficient in meeting commitments, observing deadlines, and achieving results.
• Is motivated by professional rather than personal concerns.
• Shows persistence when faced with difficult problems or challenges.
• Remains calm in stressful situations.

Core / Managerial competencies:

Client Orientation

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
• Establishes and maintains productive partnerships with clients by gaining their trust and respect.
• Identifies clients’ needs and matches them to appropriate solutions.
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
• Keeps a client informed of progress or setbacks in projects.
• Meets timeline for delivery of product or services to client.

Planning & Organizing

• Develops clear goals that are consistent with agreed strategies.
• Identifies priority activities and assignments; adjusts priorities as required.
• Allocates appropriate amount of time and resources for completing work.
• Foresees risks and allows for contingencies when planning.
• Monitors and adjusts plans and actions as necessary.
• Uses time efficiently.

Teamwork

• Works collaboratively with colleagues to achieve organizational goals.
• Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
• Places team agenda before personal agenda.
• Builds consensus for task purpose and direction with team members.
• Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position.
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Note:

This position is a national role and requires Qatari nationality and/or a valid Residence Permit. Please upload the proof of Residence Permit if you hold one. 

Applicant information about UNOCHA rosters

UNOCHA reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job descriptions, experience, and educational requirements.

Scam warning

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For more information please click the link below. Post Date : 2024-08-07 16:07:16 End Date : 2024-08-22 10:59:00 Location : - Full time FTA Local