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Administrative Associate

Administrative Associate

Tripoli (LBY), Libya

Job Identification

2266

Locations

• Tripoli (LBY), Libya

Posting Date

01/31/2022, 03:35 PM

Apply Before

03/02/2022, 06:59 AM

Job Schedule

Full time

Agency

UNDP

Grade

G6

Vacancy Type

Fixed Term

Practice Area

Management

Bureau

Regional Bureau for Arab States

Contract Duration

1 Year with Possibility for extension

Education & Work Experience

Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Other Criteria

Minimum 6 years (Secondary Education) or 3 years (Bachelors) of relevant experience in administration, logistic or programme support service

Required Languages

Fluency in English and Arabic

Vacancy Timeline

4 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP Libya is working rapidly to respond to several crises in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The UNDP Libya Country Office (CO) has made strong commitments to international donors,  its Libyan counterparts and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and politic dialogue initiatives; and contribute to stability throughout the country to ensure development gains.

In this context, the UNDP Libya is rapidly responding to the situation in Libya. To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

Under the overall guidance of the DRR-O and direct supervision of the UN Compound Manager, the Administrative Associate for Assets Management supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; 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 programme and Operations Teams in the Country Office (CO), project person delivery, and other UN agencies staff to exchange information and ensure consistent service

Duties and Responsibilities

Key Duties and Accountabilities

• Ensures implementation of operational strategies, focusing on achievement of the following results
• Administers the assets focusing on achievement of the following results
• Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
• Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Ensures implementation of operational strategies, focusing on achievement of the following results

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Administers the assets focusing on achievement of the following results:

•  Assist the Administration Analyst  in setting up 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.
• Entry in ATLAS of all the requisite asset management information
• “Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles.
• Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Provision of inputs in the preparation of the unit budget
• Maintenance of administrative control records such as commitments and expenditures.
• Review, verification, and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations
• Consolidation and preparation of summary statements for inclusion in the financial statements.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of office/project staff engaged in the conduct of physical inventory.
• Briefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.

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

Cross-Functional & Technical competencies (insert up to 7 competencies)

• Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16 UNDP | People for 2030 – Competency Framework – Technical Competencies Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
• Vehicle Management : Knowledge of policy & procedures on fleet management
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Registry & correspondence management: Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Required Skills and Experience

Education

• Secondary Education is required with specialized certification in Accounting and Finance and Public Administration.
• A University Degree in Finance, Business or Public Administration will be taken into given due consideration.
• Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

 Experience, Knowledge, and Skills

• Minimum 6 years (Secondary Education) or 3 years (Bachelors) of relevant experience in administration, logistic 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 and ERP financials, preferably PeopleSoft.
• Knowledge of IPSAS and/or IFRS is desirable
• Experience in organizing events is desirable

Language Requirements 

• Fluency in English and Arabic

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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