Position: Administrative Associate

Organization: UNDP

Location: Delhi

Apply: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/2312/apply/email?keyword=Project+Associate+%2528NPSA6%2529&lastSelectedFacet=LOCATIONS&selectedLocationsFacet=300000082678319

Duties and Responsibilities

The incumbent will work in the Operations Management Team/Common Services Secretariat. He/she will be supervised by the UNDP Administrative Manager on the day-to-day work relevant to Common Services/Common Premises. The interaction with the supervisor will take place daily, thus allowing continuous performance monitoring against the work plan. In addition, a monthly review by the ExCom Agencies’ focal points will also be held. Performance appraisal will be undertaken as per UNDP standard procedures.

Under the direct supervision of the Administrative Manager, the Administrative Associate is responsible for supporting the reliable and cost-effective delivery of common services in the UN India campus.
The UN House accommodates 15 UN agencies sharing the campus facilities and operating costs of the campus. In the context of the UN House, the Administrative Associate is responsible for supporting “service-oriented” delivery and relationships with all UN agencies and other stakeholders and support the Administrative Manager in maintaining strong working relationships with the Ford Foundation.

The Administrative Associate supports the Administrative Manager in ensuring execution of transparent and efficient administrative processes and transactions, implementation of operational strategies, assets management, support to administrative and financial control, support to common services, support to knowledge building and knowledge sharing. S/he provides support to areas related to common services, assets protocol, travel, and events, etc. S/he works in close collaboration with the Operations team, programme team, state offices, UN Agencies, Government officials, technical advisors, and experts.

The Administrative Associate supports in maintaining a regular working relationship with agencies occupying common premises in UN compound and works in close collaboration with staff of the agencies. S/he will provide support the Administrative Manager in the work of the Operations Management Team (OMT) working group.

She/he will support the Administrative Manager in planning, monitoring and forecasting of admin resources in accordance with UNDP rules and regulations.

The Administrative Associate follows the processes and procedures, focusing on compliance and the
achievement of strong administrative services/common premises operation across UN House collaborating successfully with all stakeholders to ensure compliance and effective delivery of services.

Summary of Key Functions:

• Support the implementation of the Common Services Account and liaise with members of OMT on Common Services procedural functions.
• Ensure proper financial resources management related to the common services, including planning of the available resources, forecasting of needs.
• Handle the accounting and administrative tasks related to the Common Services Account and of shared services in the common premises.

Support the implementation of the Common Services Account, running and maintenance of office
premises in New Delhi and State locations:

• Ensure accurate recording of all common services expenditures and budgets.
• Prepare forecasts and monitor and collect contributions from the participating Agencies on a timely basis.
• Assist in the preparation of annual budget for CSA including common premises (UN House) for the approval of the participating UN agencies.
• Disseminate timely financial reporting pertaining to CSA and OMT to all participating agencies.
• Provide necessary administrative support ensuring the efficient management of various office facilities.
• Support the efficient implementation of UN/DP commitment towards “Greening the blue”.
• Assist the setting up and establishment of new office space and formulation of lease agreements or MoU.
• Assist in preparing and scheduling the periodic meeting of in-house agencies related to common premises.

Ensure sound financial resources management related to the common services, including planning
of the available resources, and forecasting of needs:

• Assist in preparation and monitoring of Annual work plan.
• Assist in planning meetings and ensuring that they are held on regular and need-based basis.
• Ensure agencies are informed about status of workplan and other projects.
• Monitor and prepare inventory report for cost shared expendable and non-expendable property located in the UN common premises and preparation of the inventory report relating to these assets.
• Provide quarterly expenditure report to the participating UN Agencies.
• Track space occupied by participating UN Agencies and proportionate cost sharing based on the space occupied.

Provide accounting and administrative support to the Participating UN Agencies on the Common
Services Account focusing on achievement of the following results:

• Ensure proper control of the supporting documents for payments and financial reports for CSA and OMT budget, preparation of all types of vouchers for this budget.
• Maintain the internal expenditures control system and ensure that vouchers processed are matched and completed and transactions are correctly recorded and posted in Atlas.
• Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers.
• Regularly review cash position and budget management reports to verify variances.
• Prepare agency wise contribution report and cash position.
• Ensure timely and correct GL adjustments and GLJEs and ensure proper supporting documentation are filed for all financial transactions.
• Adhere to corporate ICF and approval mechanism for all transactions.
• Present information on the status of financial resources, as required.
• Maintain Accounts Receivables for CSA budget and record deposits in Atlas.
• Maintain proper filing system related to Common Services Account and OMT documents.

Competencies

Core Competencies:

• Demonstrates commitment to UNDP’s mission, vision, and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Demonstrating/safeguarding ethics and integrity.
• Demonstrate corporate knowledge and sound judgment.
• Self-development, initiative-taking.
• Acting as a team player and facilitating teamwork.
• Facilitating and encouraging open communication in the team, communicating effectively.
• Creating synergies through self-control.
• Learning and sharing knowledge and encourage the learning of others.
• Informed and transparent decision making.

Functional Competencies:

• Demonstrates strong administration and facilitation skills.
• Promotes teamwork, contributes towards building team consensus.
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Good teamwork skills.
• Demonstrates openness to change and ability to manage complexities.
• Remains calm, in control and good humored, even under pressure.
• Ability to assist in formulation, implementation, monitoring of procurement and financial processes.
• Ability to formulate and assist in preparation of budgets.
• Ability to implement new systems and affect staff behavioral/attitudinal change.
• Ability to perform work of confidential nature and handle a large volume of work.
• Good knowledge of budgeting and financial management support.
• Good IT and web-based management skills.

Required Skills and Experience

Education:

• A minimum of Secondary education. Certification in administration is desirable.
• University Degree in Business or Public Administration is highly desirable.

Experience:

• A minimum of 6 years of relevant experienc