South Sudan: Administrative Associate

Background

The Republic of South Sudan/ Inter-Governmental Authority for Development (RSS/IGAD) Regional Initiative aims to support state-building through the identification and deployment of 139 qualified Civil Servants from IGAD Member States. These Civil Servants will be contracted by RSS and deployed in strategic functions within RSS national ministries, commissions; and state-level local government to strengthen institutional ability through provision of longer-term surge capacity transfer, in order to strengthen service delivery to the people of South Sudan.

Under the overall guidance of the Project Manager; and the direct supervision of the Project Management Specialist, the incumbent will provide administrative support for smooth implementation of the RSS/IGAD Regional Initiative in compliance with all relevant UNDP rules and regulations.

The Administrative Associate will work in close collaboration with the Operations, Programme and project staff; and promote a client, quality and results-oriented approach consistent with UNDP rules and regulations.

Duties and Responsibilities

Summary of Key Functions :

• Provision of effective and efficient administrative support service.
• Support to supply and assets management
• Procurement and proper common services
• Support to knowledge building and knowledge sharing

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

• Coordination and supervision of Project support staff, general services, operational support, etc.
• Coordination and supervision of shipments and customs clearance, events management, administrative surveys, transportation services and insurance, space management (including preparing budgets and other materials, coordinating travel and lodging of participants, paying DSA, etc.), procurement of supplies.
• 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.
• Maintain project filing system. Register and keep track of contracts and other documents related to the project according to the relevant UNDP rules and regulations.
• Review and maintain incoming and outgoing communications; draft correspondences, memos.
• Coordinate necessary arrangements for international and national experts missions, advise the stakeholders on all aspects of mission programming and logistics.
• Compile, copy and distribute all project reports.

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

• Coordination of Project assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies.

Procurement and proper common services:

• Keep track of all project related transactions, including filing of the contracts with Civil Srvice Support Officers (CSSOs), receipts, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
• Set up contracts with CSSOs and monitor/maintain staff leave records in compliance with UNDP recruitment procedures and carry out salary and/or other eligible expenses of the CSSOs (i.e. DSA, travel, etc.) payment arrangements according to existing contracts.
• Maintain a procurement plan, participate in conducting procurement tenders and follow up on procurement contracts for goods and services.
• Ensure proper use of project assets, maintain office equipment and keep inventory list.
• Provide support for the Ministry of Labour, Public Service and Human Resource Development (MoLPS&HRD) in the HR related project matters throughout the entire recruitment process, contracting and timely disbursement of salaries for the CSSOs.
• Maintenance of project common services to ensure integrated and effective delivery.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
• Provide support in the use of Atlas (external module and intranet resources) for monitoring and reporting
• Perform other duties as required.

Support knowledge building and knowledge sharing focusing on achievement of the following results:

• Synthesis of lessons learnt and best practices in administrative and financial management

• Sound contributions to knowledge networks and communities of practice

Competencies

Functional Competencies:

Building Strategic Partnerships

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• nformed and transparent decision making

Required Skills and Experience

Education:

Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

• 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.

Language Requirements:

Fluency in English and with good working knowledge of Arabic is an asset.

Interested applicants should apply online through the below link:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=3636

Cut and paste the link to your browser if you are not able to click on it.