UNDP Finance and Administrative Associate Job Vacancy in Zanzibar, Tanzania

Post Level : SC-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, including gender based violence.

• 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 work plans;
• 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.

• Coordination
  of travel arrangements. Performing a Buyer role in Atlas for preparation
  of requisitions and POs for travel and other administrative expenses;
• 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.

• 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.

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

• 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, communicating effectively;
• Creating
  synergies through self-control;
• Managing
  conflict;
• Learning
  and sharing knowledge and encourage the learning of others. Promoting
  learning and knowledge management/sharing is the responsibility of each
  staff member;
• Informed
  and transparent decision making.

• 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.