Administrative Associate-Global Fund

Vacancy Announcement No: 003-11 The United Nations Development Programme (UNDP), Khartoum is seeking qualified candidates for the following post:
Job Title:	Administrative Associate
Section/Unite:	Global Fund
Grade Level:	SC 4
Supervisor:	Finance and Administrative Specialist
No. of Post:	One
Duty Station:	Khartoum
Duration:	One Year
Closing Date:	27 Jan 2011
	Background: UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grants in Sudan. As the Principal Recipient of 6 grants (2005-2014) amounting to USD 300 million, UNDP is managing the largest fund portfolio in the Arab region. UNDP‘s management role consists in implementing grants, ensuring financial accountability, and training of a variety of national and international counterparts on programme management and financial accountability. In its role as Principle Recipient, UNDP ensures quality financial management, timely procurement of supplies and service delivery as well as efficient monitoring and evaluation of grant implementation activities.
	Duties and responsibilities: Under the overall guidance of Programme Manager and the direct supervision of the Finance and Administrative Specialist, the Administrative Associate will support the implementation of the GFATM administrative activities. The Administrative Associate supports a collaborative, client-focused, quality and results-oriented approach in the team. The Administrative Associate works in close collaboration with the programme, procurement, and monitoring and evaluations staff within the Global Fund unit and the UNDP Country Office. Functions / Key Results Expected: • Support in efficient and effective administration of the Global Fund PMU • Fleet management of Global fund PMU vehicles • Support to supply and assets management • Contributes to capacity building and knowledge sharing - Ensures Support in efficient and effective administration of the Global Fund PMU on achievement of the following results: • Ensure the smooth, efficient and effective running of the office; • Assist with all administrative and logistical arrangements for meetings, workshops and conferences for the unit and programme itself • Coordination of all travel arrangements for the unit and also incoming missions, including visa arrangements, DSA, tickets and hotel booking, transport etc. • Coordinate with the UNDP Country Office on protocol matters and registration of staff • Taking minutes of meetings as and when required. • Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses • Proper control and filling of supporting documents related to operation activities • Supervision of cleaning and other office management services at the unit - Ensures proper fleet management function focusing on achievement of the following results: • Coordination of transport services, regular vehicle maintenance and insurance • Supervise drivers, plan all field visits for the team and missions. • Checking and certification of vehicles daily log and fuel consumption, update and maintenance of vehicle history report • Prompt reporting and investigation of cases of vehicles accidents, damage, loss or theft of items - Provide support to proper supply and assets management focusing on achievement of periodic inventory reports: • Coordination of assets in the unit, timely preparation and submission of periodic inventory reports • Coordination for the provision of reliable and quality office supplies - Contributes to capacity building and knowledge sharing in the GFATM focusing on achievement of the following results: • Supports the organization of different trainings, workshops and meetings for the GF staff and partners. • Supports the synthesis of lessons learnt and best practices in area of administration. • Undertakes any other administrative tasks as assigned by the Finance and Administrative Specialist and GF Programme Manager, if required Competencies: Corporate Competencies: Demonstrates integrity by modeling the UN values and ethical standards Promotes the vision, mission, and strategic goals of UNDP Cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies: - Demonstrates capacity to plan and administer and execute administrative processes. - Demonstrates resourcefulness, initiative and ability to meet tight deadlines. - Builds strong relationships with internal and external clients, including the Global Fund and the UN family of agencies. - Focuses on impact and results for the client and responds positively to feedback. - Establishes effective working relations in a multicultural team environment. - Shown ability to work independently and juggle multiple deadlines and tasks. - Demonstrates resourcefulness, initiative and ability to meet tight deadlines. - Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems. - Demonstrates openness to change and has the ability to drive business processes re-engineering. - Consistently approaches work with energy and a positive, constructive attitude. - Remains calm, in control and good humored even under pressure. - Demonstrates resourcefulness, initiative and mature judgment - Actively works towards continuing personal learning and development. - Promotes a knowledge sharing and learning culture in the office.
	Minimum Qualification, Skills and Experience Required: • Secondary Education. Certification in administration is desirable. University degree in business or Public administration desirable but not a requirement • 3 to 5 years of progressively responsible administration or programme support service related experience is required • Experience in working in high-pressure environments. • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. • Fluency in both written and spoken English and Arabic. Knowledge of another UN language is desirable.
	Only online applications will be considered
	Only short-listed candidates will be contacted. Women Candidates are highly encouraged to apply. Notice UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.

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