Associé (e) Administratif (ve)
Organizational Context
The United Nations Development Programme (UNDP) is a global development network operating in over 170 countries. This role is within the Regional Bureau for Africa (RBA), the largest regional bureau, supporting 46 diverse countries. The position is part of the Stabilization Facility for Sierra Leone (SFSL) within the Innovation & Effectiveness department, focusing on complex challenges in the LCB region.
Job Purpose
The Administrative Associate supports the Stabilization Facility for Sierra Leone (SFSL) by ensuring the efficient and effective execution of administrative tasks. This role is crucial for the smooth functioning of the team, contributing to the achievement of results in administrative support, operational strategy implementation, project planning, and knowledge sharing. The position directly supports the Team Leader of SMDF-RSF and the Operations Specialist, ensuring compliance with UNDP rules and regulations and facilitating project activities.
Responsibilities
Provide comprehensive administrative support, including preparing meeting agendas, managing logistics, and tracking decisions. Prepare financial documentation (non-PO and PO), maintain internal expenditure controls, and process corrective actions for unliquidated obligations. Organize travel arrangements, process visas and other travel-related documents, and manage travel claims. Oversee office supplies, including inventory management and distribution. Facilitate mail services and maintain an organized electronic filing system for documents and correspondence. Support conferences, workshops, and retreats. Coordinate with the Procurement Unit for local and international goods and services. Maintain administrative filing systems with confidentiality. Ensure administrative activities comply with UNDP rules and regulations. Contribute to managing bid and performance bonds and internal SOPs. Provide input to programme administrative processes and logistical support. Assist in annual work plan development, budgeting, and periodic reviews. Support knowledge management by collecting and disseminating lessons learned and best practices.
Work Experience
A minimum of six years of progressive experience in administration or project management with a high school diploma, or three years with a Bachelor's degree, is required. Experience with computers, office software (MS Word, Excel), data processing, and web-based management systems (like ERPs) is essential. Demonstrated experience in reporting, minute-taking, event organization, and applying administrative/accounting procedures is also required. Prior experience with UNDP or the UN system is an asset.
Skills
Core Competencies: Achieving Results, Thinking Innovatively, Learning Continuously, Adapting with Agility, Acting with Determination, Engaging and Partnering, Fostering Diversity and Inclusion. Technical Competencies: Organization Management (Project Management), Results-Oriented Management, Partnership Management (Resource Mobilization), Project Management, Quality Assurance, Results-Based Annual Reporting.