Administrative Associate (unocha)

Organizational Context

The United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) in Ukraine seeks an Administrative Associate to support the Dnipro Hub. This role, under the guidance of the Head of the Dnipro Hub and direct supervision of the Administrative Officer, is crucial for managing administrative services and transactions. The Associate collaborates with internal and external UN agencies to ensure efficient service delivery.

Job Purpose

The Administrative Associate is responsible for assisting in the overall management of administrative services and transactions within the UNOCHA Dnipro Hub, ensuring high quality and accuracy. This role promotes a client-focused, quality-driven, and results-oriented approach to administrative support. The Associate plays a key role in facilitating smooth operations by coordinating staff travel, managing local administrative and financial processes including petty cash, supporting asset and fleet management, and providing comprehensive general administrative guidance to field office staff. Effective collaboration with Operations, Programme, and project staff, as well as other UN agencies, is essential for consistent and efficient service delivery, directly impacting the unit's operational efficiency and the ability to support humanitarian efforts.

Responsibilities

The Administrative Associate's responsibilities encompass coordinating staff travel, official movements, and the organization of events and workshops, including booking tickets and logistical support. They will manage local administrative and financial processes, such as petty cash custody, monitoring availability, and processing payments for facilities and services. Support for property and asset management, including office supplies and maintenance, is also key. The role involves serving as a focal point for asset management, logistics, transport, and fleet management in the field, ensuring the office movement plan is updated and drivers are coordinated. Additionally, the Associate will provide comprehensive general administrative support, including reception, registry services, and training staff on administrative procedures, ensuring efficient office operations and compliance with regulations.

Work Experience

A minimum of six years of relevant experience in administration, programme support, secretarial, or office support is required with a secondary education. This requirement reduces to three years if the candidate holds a Bachelor's degree. Proficiency in computer usage and office software packages (MS Word, Excel) is mandatory. Experience with web-based management systems like Umoja and working within the UN Common System or similar international organizations is desirable.

Skills

Core Competencies: Integrity, adherence to UN values and ethical standards, cultural sensitivity, adaptability. Functional Competencies: Professionalism (applying principles, knowledge of policies, IT proficiency), Client Orientation (partnerships, identifying needs, problem-solving, communication), Accountability (best practices, results-based management, compliance, learning from mistakes, responsibility), Planning and Organizing (goal setting, prioritization, resource allocation, risk management, time management).

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