UNDP Administrative Associate Job Vacancy in Dar Es Salaam, Tanzania

Post Level :
SB-3

• Capacity of key democratic institutions (EMBs,
  CRC, RPP, etc.) enhanced to support and promote legal and institutional
  reform in the context of the on-going constitutional reform process and
  beyond;
• Capacity of the EMBs to conduct credible
  elections enhanced through strategic, technical and operational support
  and improved EMB engagement with stakeholders (i.e. political parties,
  CSOs, and the media) to foster a democratic environment;
• Inclusive participation in elections and
  politics enhanced through the empowerment of women, youth and PWDs; and
• National peace infrastructure enhanced to
  mitigate and prevent election-related conflicts.

• Full compliance of administrative activities
  with UNDP rules, regulations, policies and strategies;
• Provision of inputs to the mapping and
  implementation of internal standard operating procedures (SOPs) for the
  project’s administrative business processes;
• Preparation of administrative team
  results-oriented workplans.

• Coordination of travel arrangements;
• Organization of initial stages of procurement
  processes;
• Supporting organization of workshops,
  conferences, retreats;
• Coordination of DSA, travel agencies, and
  other administrative surveys, surveys for organization of common services;
• Support with protocol matters, registration of
  staff, coordination with local authority on space and other administrative
  matters;
• Supervision of office cleaning services;
• Coordination of project transportation,
  regular vehicle maintenance and insurance;
• Checking and certifying of vehicle daily log
  and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of
  vehicle accidents, damage, loss or theft of items; update and maintenance
  of vehicle history report;
• Research and retrieval of statistical data from
  internal and external sources; preparation of statistical charts, tables
  and reports.

• Responsible for daily assets management in the
  project, timely preparation and submission of periodic inventory reports.
  Immediate reporting of loss or damage of assets to project management;
• Coordination of the provision of reliable and
  quality office supplies; stock control, re-ordering, secure storage of
  supplies.

• Maintenance of administrative control records
  such as commitments and expenditures;
• Confirmation of availability of funds prior to
  review by supervisor; creation of vendor set-up information in Atlas.
• Proper control of supporting documents of
  funds and activities;
• Provision of information for project audit;
• Timely follow up with CO on payments due to
  suppliers.

• Provision of efficient general reception and
  information services; supports control access to the project office.
• Provision of reliable registry services.
  Establishes and maintains a centralized filing system/archive for the
  project, and inducts staff in its usage.

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues
  relating to area of work;

• Demonstrating/safeguarding ethics and
  integrity;
• Demonstrate corporate knowledge and sound
  judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team
  work;
• Facilitating and encouraging open
  communication in the team;
• Informed and transparent decision making;
• Creating synergies through self-control.

• Secondary education. Certification in
  administration desirable. University Degree in Business or Public
  Administration desirable.

• 5 years of relevant experience in administration
  or programme support service, ideally some with a UN agency;
• Experience in the usage of computers and
  office software packages (MS Word, Excel, etc.);
• Experience in handling web-based management
  systems, ideally ATLAS/PeopleSoft.

• Written and spoken fluency in English and
  Kiswahili.