Аdministrative Associate, NPSA-7, DS – Kyiv (National Position)

Background

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. In the short-term, 62% of the population is at high risk of falling into poverty. Ukraine’s economy is set to shrink by 45% this year due to the war and even with a moderate recovery in the next few years, by 2025 the GDP would still only be two-thirds of the pre-war GDP in 2021.

In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

Under the guidance and direct supervision of Administrative Analyst, the Administrative Associate supervises the execution of various operational and administrative activities 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 other Operations Units, programme and projects staff of UNDP Ukraine and other UN agencies to successfully deliver administrative services.

UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of Administrative Associate.

The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation, and abuse.

Duties and Responsibilities

I. Supports coordination of administrative activities in the assigned area through:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Coordinate operational requests received from UN Agencies, including monitoring and distribution of tasks through UN Agencies portals;
• Acting as alternative focal point on invoice processing, including creating requisitions and creating invoices in Quantum.
• Provision of administrative support to conferences, workshops, meetings;
• Provision of inputs on administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Research and retrieval of administration-related statistical data from internal and external sources; preparation of statistical charts, tables and reports if required.

II. Ensures effective administrative and logistical support to UNDP CO, as required, through:

• Performance of a Travel Requester role in Quantum and preparation of e-reqs for procurement of goods and services;
• Review of travel authorizations, documentation, payments;
• Providing logistical support, including travel arrangements, accommodation, visas, tickets, for UNDP and other UN Agencies;
• Facilitating the process of minor procurement and delivery of goods and services in accordance with the Country Office SOPs;
• Preparation and control of supporting documents to payments and activities related to operations;
• Provision of information for audit.

III. Supports knowledge building and knowledge sharing through:

• Participation on relevant UNDP trainings ;
• Briefing/debriefing of UNDP personnel on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice between UN Agencies.

IV. Ensures mainstreaming of gender equality considerations, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details,
delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem
solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from
mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Business Management – Communication – Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
Procurement – Procurement management – The ability to acquire goods, services or works from an outside external source
Procurement – Contract Management – Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Administration & Operations – Inventory Management – Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
Administration & Operations – Events Management (including retreats, trainings, and meetings) – Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

• Secondary Education is required or
• Bachelor’s Degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related areas would be given due consideration but it is not a requirement.

Experience:

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of relevant experience, experience in the field of administration, finance, programme/project support or other relevant fields.

Required Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience in providing administrative and logistical support is an asset.
• Experience in working with and knowledge of ERP systems will be an advantage.
• Experience of working with international organizations/projects will be considered an advantage.
• Working experience working with UN/UNDP or Development Organizations will be considered a strong asset.

Disclaimer

Applicant information about UNDP rosters

Note: 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

DEADLINE FOR APPLICATIONS 21 May, 2024.

If you wish to apply for this or other positions, please visit UNDP in Ukraine website, section Jobs and apply:

https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/18075

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy.

Qualified women are strongly encouraged to apply.