Administrative Associate
Undp
Kabul, Afghanistan
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.
To revitalize Afghanistan’s commercial banking and microfinance, support their conversion to Islamic banking, and facilitate private sector access, particularly women entrepreneurs, to modern Islamic finance products, UNDP Afghanistan introduces a comprehensive and coordinated project with the engagement of the Afghan Credit Guarantee Foundation (ACGF) and UNCDF.
The overall project strategy is to provide technical assistance to revamp Afghanistan’s financial sector to increase its transparency and resilience, as well as eliminate constraints for MSMEs in accessing financial services and digital payment solutions. With the key objective of achieving a well-functioning and fair lending sector safeguarding livelihoods and income-generating opportunities to boost private sector growth, the Project will focus on women’s economic empowerment. It will create an enabling environment for the private sector by contributing to the restoration of liquidity in the banking and microfinance sectors and strengthening the digital payment ecosystem.
Under the guidance and direct supervision of the Access to Finance Project Manager , the Administrative Associate provides leadership in execution of services in the and supports the design, planning and management of the project. The Administrative Associate promotes a stakeholder and donor oriented approach consistent with UNDP Afghanistan rules and regulations.The Administrative Associate may supervise and lead the support staff of the project. The Administrative Associate works in close collaboration with the Operations, Programme and other project teams in the CO, UNDP staff in HQs and Regional Hubs, UN Agencies, government partners, and internal specialists to exchange information and resolve programme/complex finance-related issues.
UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
- Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Develop administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
- Prepare administrative team results-oriented workplans.
- Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.
Provide support for effective administrative and financial control for the project
- Present thoroughly researched information for planning of financial resources for administrative services.
- Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises.
- Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements.
- Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
- Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary.
- Review travel authorizations, documentation, payments
- Ensure proper planning and tracking of common services budget and of projects’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.
Ensure appropriate and required administrative and logistical support is provided to the project.
- Coordinate the provision of reliable and quality office supplies.
- Coordinate and supervise shipments and customs clearance, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.
- Provide support for protocol matters, registration of staff, space, coordination with relevant authorities, and other administrative matters.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: May supervise support staff that might be recruited for the Access to Finance Project.
Competencies
Core competencies:
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies:
Business Management
- Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers` needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients` immediate requests; Ability to anticipate client`s upcoming needs and concerns.
- Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner; Knowledge of relevant concepts and mechanisms
Administration and Operations
- Management of shipments: Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
- Building, facilities & office space management: Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate
- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience
Education:
- Secondary education is required
- A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.
Experience:
- Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme experience is required at the national and/or international level.
- Experience in private sector development is required
- Experience in operational preparation of workshops and high-level policy events is required
- Experience in Microsoft Office applications (Word, Excel, etc.) and experience in working with web-based management systems is required.
- Previous experience in working with web-based management systems such as ERP systems is required.
- Experience with United Nations and/or multilateral and bi-lateral aid organizations is desirable.
- Prior UNDP experience and familiarity with its policies and procedures, particularly in the applicable job area, is an added advantage.
- Experience with documents and records management is highly desired.
- Experience in thematic area is desirable.
Required languages:
- Fluency in English is required – both written and oral.
- Fluency in the local language of duty station Dari and/or Pashto is required.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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Post Date : 2024-09-19 12:26:13
End Date : 2024-10-04 10:59:00
Location : -
Full time
National PSA- Regular
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