Administrative Associate (UNOCHA)

Job Description

Background

Under the overall guidance and overall supervision of Head of OCHA Dnipro Hub, and direct supervision of the Administrative Officer, the Administrative Associate assists in the overall management of administrative services and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme, and projects staff in the OCHA Ukraine Office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties And Responsibilities

Summary of Key Functions:

• Coordinate staff travel, official movements and organization of events and workshops.
• Support to local administration and financial transaction processes, including petty cash management and office documentation compliance.
• Support to property and assets, transport and fleet management of the office.
• Provide comprehensive general administration support and guidance to field office staff.
  
  
  

Coordinate staff travel and the organization of events and workshops:

• Coordinate and facilitate travel-related activities of staff within the country, external travels in collaboration with other colleagues responsible for travel-related processes.
• Serve as the designated Umoja Travel Administrator for national staff, guide and verify the timely submission of travel requests and expense reports.
• Assist in purchasing train and air tickets from authorized contractors.
• Provide support to administrative and logistical organization of field office events, meetings and workshops and others to ensure effective organization of the event in all aspects of the administration process.
  
  
  

Support to local administration and financial transaction processes, including petty cash management and office documentation compliance:

• Petty cash custodian – To serve as Petty Cash custodian for the office if Delegation of Authority is granted for that function.
• In the event that delegation of authority is not granted to be a Petty cash custodian, the incumbent will assist the petty cash custodian with completeness of documentation before and upon payment of petty cash transaction, including approval processes and follow up on the receipt recording process, and appropriate filing of documents.
• Monitor petty cash availability, initiate advice and support with replenishment process ensuring adequate cash is available for the replenishment lead time.
• Track financial transactions related to payment of commitments for facilities and timely preparation of financial transactions, including procurement, utility and related bills, service fees etc. working in coordination with focal points and supervisor in the Administration unit.
• Ensures follow-up and collecting bills, invoices, etc., collect relevant documents for completeness of documents and provide them for review and final process.
  
  
  

Provide support to property and assets, transport and fleet management of the office:

• Coordinate provision of the office supplies (stationary, cleaning materials etc.).
• Ensure effective office management, including supervision of cleaning services and coordination of maintenance activities.
• Serve as a focal point in the field for asset management and inventory process.
• Participate in the organization of field missions, plan and organize according to the needs
• As assigned by the supervisor and the programme manager in the field serve as a focal point in logistics, transport, and fleet management. Ensure that office Movement plan is properly updated before the deadlines.
• Coordinate drivers in the field (Dnipro) and ensure effective transport and fleet management is in place.
  
  
  

Provide comprehensive general administration support and guidance to field office staff:

• Provide efficient general reception and information services.
• Provide reliable registry services, coordinate dispatch receipt and delivery services.
• Train and advice staff on administrative procedures, rules and regulations.
  
  
  

Perform other duties as assigned.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Competencies

• Demonstrates integrity by modeling the UN's values and ethical standards.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  
  
  

Professionalism

Functional Competencies:

• Applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
• possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• strives to keep job knowledge up-to-date through self-directed study and other means of learning; demonstrates good knowledge of information technology and applies it in work assignments.
  
  
  

Client Orientation

• Establishes and maintains productive partnerships with clients;
• identifies clients’ needs and matches them to appropriate solutions;
• monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
  
  
  

Accountability

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Delivers results in line with agreed strategy, time and budget:
• Operates in compliance with organizational regulations and rules:
• Acknowledges and learns from mistakes in a constructive manner:
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable:
• Maintains confidentiality of sensitive information.
  
  
  

Planning and Organizing

• Develops clear goals that are consistent with agreed strategies:
• Identifies priority activities and assignments; adjusts priorities as required:
• Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning:
• Monitors and adjusts plans and actions as necessary:
• Uses time efficiently.
  
  
  

Education

Required Skills and Experience

High school diploma or equivalent is required. University Degree in Business or Public Administration, Social Sciences is desirable, but not a requirement.

Experience

• A minimum of six (6) years (with secondary education) or three (3) years (with Bachelor degree) of relevant experience in administration or programme support service, secretarial and/or office support, or related area is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Certification in administration desirable.
• Experience in handling web-based management systems (Umoja or similar) is desirable.
• Experience working within the UN Common System or other comparable international organization is desirable.
  
  
  

Language

• Fluency in English and Ukrainian (written and spoken) is required.
• Fluency in other UN languages is desirable.
  
  
  

Equal opportunity

As an equal opportunity employer, UNOCHA values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNOCHA is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNOCHA does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNOCHA fixed term appointments (FTA), including for staff members being transferred or seconded to UNOCHA under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNOCHA 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 UNOCHA at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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