Administration Associate

Background and Organizational Context

The UNDP Tunisia Country Office (CO) leads UNDP’s support to Tunisia in the achievement of its national human and sustainable development objectives in alignment with its national Agenda 2030 and the Paris Climate Agreement  commitments.  UNDP Tunisia works on areas such as 1) inclusive growth and human development; 2) climate action, environment, energy and disaster risk reduction; and 3) governance (inclusive political processes, responsive institutions, rule of law, social cohesion, electoral support, HIV/health and empowerment of women and youth. 

The UNDP Resident Representative (RR) leads and oversees the work of the Country Office, seconded by the Deputy Resident Representative.  The Country Office includes a total of 100 staff and personnel and a delivery of $12-$15 million in programmatic support to Tunisia annually. The RR also leads UNDP Tunisia’s efforts in cultivating, building, and nurturing strategic relationships and alliances which are essential for advancing and successfully achieving the mission of UNDP, including with the Government of Tunisia, existing and emerging donor countries, multilateral institutions such as the IFIs, the European Union, civil society, the private sector, foundations, academia and think tanks, the wider UN system, as well as global, regional and national media.  As a trusted and impartial partner working at the intersection of social, economic and environmental agendas in Tunisia, UNDP plays a central role in supporting Tunisia’s progress towards achieving the Sustainable Development Goals and has supported the Government to develop and revise its Nationally Determined Contributions (NDCs) for climate action.

Position Purpose

• Under the overall guidance and supervision of the Operations Manager, the Administration Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. The Administration Associate coordinates with and supervises the Administration Assistant and the Driver/Clerk who are also engaged in the fields of administration and general services. The Administration Associate promotes a client, quality and results-oriented approach.
• The Administration 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.
• UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Accountabilities  

Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality.  

• Prepare administration team results-oriented workplans in consultation with the Operations Manager, covering issues such as assets management; vehicle management; inventory; travel management; corporate purchasing; building management.
• Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.

Coordinate Asset Management in the Country Office.

• Prepare and submit periodic inventory and asset management reports, coordinate physical verification of inventory items.
• Assist the Operations Manager in setting up asset management procedures in the CO; Ensure preparation, certification and submission of timely inventory reports.
• Update non-expendable property inventory records and enter into UNDP’s Enterprise Resources Platform (ERP) all the requisite asset management information; ensure that deliveries are scheduled to users and track movement of furniture pieces;
• Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles.
• Provide support to management of physical assets disposal, review assets and recommendations of physical assets for disposal.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of the records and the location of property; Ensure that managers sign off on the physical count and correctness of the inventory system database;
• Ensure proper inventory control and supervise proper issuance of inventory items and supplies.

Provide support for effective administrative and financial control in the country office.  

• Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, common services budget, audit and other reports; and provide researched information and reports for audit exercises.
• Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements. 
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary.
• Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.

Ensure appropriate and required administrative and logistical support is provided to the Country Office.  

• Coordinate with national authorities on protocol-related matters, registration of staff, space, coordination with local authorities, and other administrative matters.
• Coordinate the provision of reliable and quality office supplies.
• Establish and oversee pouch management services
• Coordinate and supervise shipments and customs clearance, events management, administrative surveys, fleet services and insurance, and procurement of supplies.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
• Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of administration including Administration Assistant and the Driver/Clerk

Requirements:  

Education  

• Secondary education is required. 
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration and Procurement are desirable.

Experience, Knowledge, and Skills

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required.
• At least 2 years’ experience in administrative services OR assets management OR database management OR logistics and or Support role is required.
• Prior experience with a UN system agency and/or UNDP is desirable.
• Experience in managing a team is an asset.
• Prior experience in at least one of the following fields is an asset: procurement, finance and/or ICT is an asset.

Language Requirements

• Fluency in the UN language of the duty station (French) is required.
• Fluency in the national language of the duty station (Arabic) is required.
• Working knowledge of English is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/22582