Administrative Associate Jobs in Uganda
Administrative Associate Jobs in UgandaBackgroundUNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion.
We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results
Under the overall guidance and supervision of the Operations Manager, 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.
The Administrative Associate 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
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.
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 Travel Requests for travel (both domestic and international) and other administrative expenses.
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.
Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.
Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.
Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
Provide information on hotel for visiting UN/UNDP officials.
Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
Processing of application and renewal of UNLP for UN staff
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Reconciliation of settlements to be paid by the Finance Unit
Provides support to proper supply and assets management, focusing on achievement of the following result:
Set up of assets management procedures in the CO
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture piece.
Entering records in the asset control database (system)
Support to the management on physical assets disposal.
Review of assets and recommendation of physical assets for disposal.
Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action.
Oversight of disposal of items and accuracy of inventory data.
Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property.
Ensure that managers sign off on the physical count and correctness of the inventory system database.
Preparation, certification and timely submission of inventory reports
Assets management in Atlas ensuring inventory records are up to date and accurate.
Consolidation and preparation of summary statements for inclusion in the financial statements.
Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.
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.
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.
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.
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.
Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to administer and execute
administrative processes and transactions
Ability to extract, interpret, analyze data and resolve operational problems
Ability to supervise and train support staff
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Required Skills and Experience
Certification in administration desirable.
University Degree in Business or Public Administration desirable, but it is not a requirement.
5 to 6 years of relevant experience in administration or programme support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
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.
How to Apply
For more information and job application details, see; Administrative Associate Jobs in Uganda
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