The project is divided into two phases: a first phase focused on research, support to the inclusive preparation of a National Strategy and Action Plan, and the implementation of pilot projects in Zanzibar, Mwanza, Tanga, Pwani, Lindi and Mtwara. The second phase is dedicated to support implementation of the National Strategy and Action Plan once approved and adopted by relevant authorities.
Duties and Responsibilities Function/Key Results Expected
- Implementation of operational strategies;
- Efficient administrative support;
- Support to proper supply and assets management;
- Support to effective administrative control; and
- Coordinates implementation of receptionist functions.
Under the overall supervision of the National Project Coordinator the Administrative Associate will have the following duties and responsibilities: Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
- Provision of inputs to the mapping and implementation of internal standard operating procedures (SOPs) for the project's administrative business processes;
- Preparation of administrative team results-oriented workplans.
Ensures efficient administrative support, focusing on achievement of the following results:
- Coordination of travel arrangements;
- Organization of initial stages of procurement processes;
- Supporting 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 on office space and other administrative matters;
- Coordination of project transportation, 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;
Provides support to proper supply and assets management, focusing on achievement of the following result:
- Responsible for daily assets management in the project, timely preparation and submission of periodic inventory reports. Immediate reporting of loss or damage of assets to project management;
- Coordination of the provision of reliable and quality office supplies; stock control, re-ordering, secure storage of supplies.
Provides support for effective administrative control in the office, focusing on:
- Maintenance of administrative control records;
- Proper control of supporting documents of funds and activities;
- Timely follow up with CO on payments due to suppliers;
- Training of staff on the administrative procedures
Coordinates implementation of receptionist functions, focusing on achievement of the following results:
- Provision of efficient general reception and information services; supports control access to the project office.
- Establishes and maintains a centralized filing system/archive for the project, and inducts staff in its usage.
Impact of Results
Ensuring effective administrative support to the implementation of the project.
Competencies
Corporate Competencies:
- Demonstrates integrity by modelling the UN's values and ethical standards
- Promotes the vision, mission, and strategic goals of the project;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly and without favouritism;
- Ability to lead strategic planning, results-based management and reporting
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Promotes a learning environment; facilitates the development of individual and team competencies.
Knowledge Management and Learning:
- Shares knowledge and experience and actively works towards continuing personal learning and development;
- Promotes knowledge management in UNDP and a learning environment in the office.
Required Skills and Experience
Education
- Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable.
Experience
- 5 years of relevant experience in administration or programme support service, ideally some with a UN agency;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling web-based management systems, ideally ATLAS/PeopleSoft.
Language Requirements
- Fluent written and spoken English and Kiswahili essential.
Languages - Essential: English
Languages - Desirable: Swahili
