Administrative Associate
hace 1 semana
Position Purpose Reporting to the Manager, Regional Office, the Administrative Associate provides administrative and logístical services to the Regional Office, including assistance to its Field Units (FU), as required. She/he maintains close working relations with clients in the region, the UNDP regional offices as well as with UNDP country offices and UN Agencies’ staff, and UNV’s relevant headquarters units for provision of administrative and logístical services, financial administration, and coordination purposes. She/he takes on additional operational tasks as assigned by the Regional Manager to support the implementation of UNV´s activities in the region under the overall guidance of the organization’s Strategic Framework. Duties and Responsibilities Provision of financial, administrative, and logístical services Provide administrative, financial, and operational services to the Regional Office in line with the organization’s systems and relevant rules and procedures; Establish accruals and maintain an internal expenditures control system to ensure that RO payments processed are matched and completed, transactions are correctly recorded and posted in the ERP system, and travel claims are duly processed; Ensure that the expenses are in line with the authorized chart of accounts (Quantum GL/PPM segments).
Monitor unusual invoice/PO/travel related transactions and escalate to UNV HQ (FRMS/PTAU) for corrective actions; Keep a suitable filing system for finance records, and documents; Prepare routine correspondence and reports, in accordance with standard internal procedures; Support the Regional Manager in the preparation, oversight, and maintenance of the RO’s budget, including allocations to Field Units (FU) such as VPI, FUMT, Equipment RO learning budget and other dedicated funds allocated to the RO; Maintain administrative control records such as commitments and expenditures. Ensure accounts payable are kept up to date. Prepare system-driven reports as required; Support with protocol matters, registration of staff, coordination with local authorities, space management for special events and other administrative and logístical matters; Organize and prepare agendas and minutes of RO meetings and track follow-up, as requested by the Regional Manager; Maintain and classify general office files and keep information and reference material in a manner that allows easy reference and retrieval. Collect and distribute incoming and outgoing mail, as applicable, and maintain accurate tracking; Act as absence management focal point and leave monitor for the RO personnel; Support the RO with recruitment and other administrative needs of volunteers for countries without FUs, as requested; Temporarily support FUs on administrative and logístical matters during times of absence or sickness of respective colleagues at FU level, as agreed with the Regional Manager.
Organize procurement, assets management and event activities Contribute to the development of procurement plan of the RO and the monitoring of its implementation; Initiate and assist in procurement processes by preparing requisitions and other documents checking their completeness and authorization/ review documentary support to ensure that specifications, budget provisions and all other requirements are in order; follow up on the creation and approval of purchase orders; follow up and place receipts in the ERP system after goods/services have been received or rendered and upon delegation by Project Manager; Support UNV HQ and UNDP Regional Bureau and Country Offices’ asset focal points on asset management, collecting, maintaining, and consolidating records of UNV assets located in Regional Offices and Field Units to ensure data in the ERP system is correct; Act as administrative and logístical focal point for the regional office of RO-led workshops, retreats and other events including financial budgeting, identification of service providers, procurement needs and initiates procurement action. Support travel management processes Process travel requests in the ERP system (UNall/Quantum), as per relevant procedures (from initial request to reporting). Ensure availability of budget according to Chart of Account as well as competitive price from travel provider as per applicable rules and procedures of the organization; Provide information to staff on travel, including entitlements, travel route and hotel arrangement. Support arrangements for security clearance when required; Process travel authorizations - including timely follow-up action on security clearances - and travel claims in a timely manner and as per travel entitlements for staff, consultants, meeting participants to RO events, etc., ensuring that travel arrangements follow UNDP rules and regulations and related travel policies; Monitor and keep track record of the travel requests and expense reports from the RO and FU personnel and take corrective actions when needed; Process req
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