Administrative/Programme Associate

2. Office/Unit/Project Description  

A Grants Implementation Unit was established in UNDP which is responsible for implementation of all GF grants in Kyrgyzstan for which UNDP is the Principal Recipient. The Unit includes various programme, procurement, finance and Monitoring and Evaluation (M&E) and Administrative staff.
The assignment is for 12 months, subject to further extension based on performance evaluation and budget availability. Admin/Programme Associate promotes a client, quality and results-oriented approach. The key results have an impact on the overall effectiveness of the project, both in the management of administrative processes and in the success of the project’s implementation
 

3. Scope of Work

a.    Provides administrative, HR and logistical support, focusing on achievement of the following results:
•    Interpretation and implementation of procedures and rules related to administrative and personnel matters and ensure their compliance;
•    Administrative support to organization of conferences, workshops, retreats, study tours, etc. 
•    Provision of all necessary support in organization of the above, as well as report to submission to UNDP office; 
•    Arrangement of travel (visas, tickets, accommodation, hotel reservations etc.), preparation of travel authorizations;
•    Ensures timely extension of personnel contracts;
•    Drafts project background materials for meetings and briefing sessions;
•    Prepares translations of project related documents; acts as translator/interpreter for Programme Manager, other project personel and projects’ meetings;
•    Drafts correspondence in both English and Russian within the scope of responsibility as required;
•    Preparation and handling the routine correspondence related to administrative  and personnel matters; faxes; memoranda and administrative reports in accordance with UNDP rules and procedures. Registration of incoming and outgoing correspondence and documents;
•    Monitoring the work and schedule of programme drivers; Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
•    Monitors stock of various office supplies, stationary, spare parts and ensures timely replenishment of supplies; 
•    Maintenance of files related to personnel, administrative, logistical, programme matters;
•    Update of the office telephone list and programme/project directory, addresses of the Government, International Organizations, and NGOs counterparts and other important contacts;

b.    Provides support to implementation of programme activities, focusing on achievement of the following results:
•    Providing timely contribution to preparing progress, narrative & final reports for the Programme;
•    Provides support in M&E related research and data collection efforts related to the Programme/Project activities, tracks required information and follows up on respective correspondence;
•    Provides data and information needed for preparation of project documents, coordinates dissemination and exchange of project related information. 
•    Supports Procurement unit with required information on programme equipment as project asset focal point;
•    Assist in the Programme/project monitoring functions.

c.    Provides support to office maintenance and assets management, focusing on achievement of the following results:
•    Monitoring the Inventory Records, maintain the records and files on assets management.
•    Serves as a focal point for project assets;
•    Maintenance of files and records relevant to office maintenance.
•    Provides support to the Sub-Recipient’s (SR) asset management to procurement staff.

d.    Provides support to knowledge building and knowledge sharing in the CO focusing on achievements of the following results:
•    Participation in the training for the operations/projects staff on administration and HR;
•    Briefing personnel on general administrative and personnel matters.

•    Performs other duties within its functional profile as deemed necessary for the efficient functioning of the Office and the Organization

4.    Institutional Arrangement

 Under the guidance and supervision of the Programme Manager and/or HIV/TB Programme Coordinator/Deputy Programme Manager, the Administrative/Programme Associate provides administrative and programme support services ensuring high quality of work and accurate, timely and properly recorded/documented service delivery within the grant. The Administrative/Programme Associate promotes a client, quality and results-oriented approach. the Administrative/Programme Associate works in close collaboration with the Operations and Programme Units in the CO and project personnel to ensure consistent service delivery.

5.     Competencies

Core:
Achieve Results:   

•  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline 

Think Innovatively:    

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  

Learn Continuously:    

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback 

Adapt with Agility:  

•   LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  

Act with Determination:   

•   LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident 

Engage and Partner:  

•   LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships 

Enable Diversity and Inclusion:   

•  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination  

Cross-Functional & Technical competencies 

Business Management  -   Monitoring   

•  Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Business Management  -   Customer Satisfaction/Client Management   

•  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
• Provide inputs to the development of customer service strategy
• Look for ways to add value beyond clients' immediate requests. 
  Ability to anticipate client's upcoming needs and concerns.

Partnership management  -  Relationship management    

• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understanding

Administration & Operations  -  Events management (including retreats, trainings, meetings)    

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Direction & Strategy -   Effective Decision Making   

•  Ability to take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources

Business Management -  Communication    

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose сommunication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management -  Operations Management    

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
  Knowledge of relevant concepts and mechanisms.

Minimum Qualifications of the Successful NPSA

Min. Education requirements   

•    Secondary education is required. OR
•    University degree (Bachelor’s degree) in Business or Public Administration, Economics, Political Sciences, other social sciences will be given due consideration but is not a requirement.

Min. years of relevant work experience     

•    Minimum six (6) years (with the Secondary education) or three (3) years (with Bachelor’s degree) of relevant administrative and/ or programme/project experience at national and/ or international level.

Required  skills     

•    Experience in the usage of computers, office software packages (MS Word, Excel, etc.) and office equipment. 

Desired skills in addition to the competencies covered in the Competencies section   

 •    Previous experience with providing administrative/logistical support (organization of official events, conferences, workshops, retreats, etc) and  support of travel arrangement (visas, tickers, accommodation, hotel reservation);
•    Previous experience as interpreter/translator and experience in drafting official correspondence;
•    Previous experience in monitoring/replenishing office and other supplies;
•    Previous experience of working at UN/UNDP agencies and/or international organizations is a strong asset.
 

Required Language(s)  

   •    Fluency in English, Russian and Kyrgyz is required;

Professional Certificates   

 Not applicable