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Vacancy ID, Title, Location, Deadline. 35496, Telecom Operator (Extended), Tashkent, 24/03/2013. 36082, Administrative Associate/Head of Administrative …

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Background

Under the overall guidance and supervision of the Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate will supervise and lead the support staff of the unit and works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions :

Implementation of operational strategies

Provision of effective and efficient administrative support services

Support to supply and assets management

Effective administrative and financial control in the office

Proper common services

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.

Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).

Preparation of administrative team results-oriented workplans.

Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.

Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.

Presentation of thoroughly researched information for planning of financial resources for administrative services

Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.

Submission of information on administrative services provided for cost-recovery bills

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO and Projects, timely preparation and submission of periodic assets/inventory reports as well as other reports required by IPSAS; coordination of physical verification of inventory items.

Coordination of the provision of reliable and quality office supplies

Monitoring efficient usage of petrol and vehicles within the CO and Projects.

4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.

Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;

Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.

Proper inventory control; supervision of proper issuance of inventory items and supplies.

Review of travel authorizations, documentation, payments

Assistance in the preparation of budget, audit and other reports.

Provision of researched information, reports for audit exercises.

5. Ensures proper common services focusing on achievement of the following results:

Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.

Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

6. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Organization of training for the operations/projects staff on administration.

Briefing to staff members on general administrative matters; provision of advice and administrative support.

Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

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