Administrative/ Programme Associate

Information

Common information

Background

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UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Project Description 

As of January 2011, as per decision of the Country Multisectoral Coordination Committee (CMCC) and the Global Fund to Fight AIDS, TB and Malaria (GF), the United Nations Development Programme in Kyrgyzstan has become Principal Recipient (PR) of Global Fund grants. 

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

Qualification requirements

Required Skills and Experience

Education:

• 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.

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:

• Previous experience of working in UN/UNDP is a strong asset.
• Previous experience of working with Global Fund projects is a strong asset.  
• Experience of working with web-based management systems is a strong asset
• Previous experience of working in UNDP and/or Global Fund work experience is a strong asset

Required Languages: 

• Fluency in English, Russian and Kyrgyz is required.

Core Competencies:

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.

Duties

Duties and Responsibilities

1. 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;

2. 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.

3. 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.

4. 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

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.

Conditions

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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