Recrutement de 01 Administrative Associate

Recrutement de 01 Administrative Associate

Niveau d'études: Non précisé
Expérience: Non précisé
Expire le: 29-10-2024
UNDP
Beira, Mozambique
Administrative Associate
Job Identification
21353
Locations
Beira, Mozambique
Posting Date
10/14/2024, 11:02 AM
Apply Before
10/29/2024, 04:59 AM
Job Schedule
Full time
Agency
UNDP
Grade
NB3
Vacancy Type
National Personnel Service Agreement
Practice Area
Disaster Risk Reduction and Recovery
Vacancy Timeline
2 Weeks


Job Description
1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the Project administrative business processes mapping and implementation of the intimal. standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplan

2. Ensures effective and efficient functioning of the Programme Management Unit focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation and preparation of briefing and presentation materials, speeches; background information and documentation for meetings and missions.
Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
Performance of a Buyer role in Atlas and preparation of POs for travel activities.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation Preparation of POS.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction of data from various sources
Research and retrieval of statistical data from internal and external sources; re oration of statistical charts, tables and reports.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
Assistance in the preparation of budget, provision of information for audit.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common service.

5. Support knowledge building and knowledge sharing in the Project, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.