Job Responsibilities

• Ensures implementation of operational strategies, focusing on achievement of the following results: 
• Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the GSSC administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
• Preparation of administrative team results-oriented work plans.
• Organization and coordination of the maintenance of the premises, office   space management and the provision of common services.
• Organization of workshops, conferences, retreats.
• Support with coordination with local authority on space and other administrative matters.
• Supervision of cleaning services.
• Prompt reporting and investigation of cases of damage, loss or theft of items.
• Finance Management for Invoices, Petty Cash Management, F10 claims and Credit Card management.
• Maintenance of finance control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Quantum.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.
• Organization of procurement processes including the preparation of statements of work and/or requirements for RFQs, ITBs or RFPs documents.
• Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents.
• Logistical support for events, staff’s cubicle/desk layout and space management.
• Provide support for outgoing documents – medical claims courier etc;
• Arrangement of vehicle transportation.
• Collection of information from GSSC for relevant administrative surveys, support to organization of common services.
• Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Organization and coordination of shipments and customs clearance.
• Support the coordination of travel arrangement
• Training of staff on the administrative procedures.
• Briefing/debriefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.