UNDP Moldova: Administrative Associate - The Common Services Account (CSA) Project

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.
United Nations Development Programme (UNDP) works in nearly 170 countries and territories, including the Republic of Moldova, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. UNDP is present in Moldova since 1992; covers two-thirds of the communities, including in Gagauzia and in Transnistria regions. UNDP in Moldova is guided by its Country Programme Document, and the UN-Moldova Development Assistance for 2018-2022, which is in line with the priorities of the Government of Moldova.

The Common Services Account (CSA) Project created based on the Memorandum of understanding concerning occupancy and use of Common premises of the United Nations Agencies, Programmes, Funds and Offices.

With reference to the Memorandum of Understanding, the Common Services Account Project is intended to reflect a consultative and coordinated effort of all the UN entities participating in Common Premises for the adequate and sound management of common services, under the leadership of the UN Resident Co-Ordinator, UN House Management Committee, chairperson UNDP Operations Manager.

The CSA Project consist of 7 UN Agencies that have allocation and use of space in common premises of the UN House, such as: UNDP, UNICEF, UNRCO, UNFPA, UNAIDS, OHCHR, and UNDSS.

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

Position Purpose

Under the overall guidance and supervision of the Operations Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work, ensuring smooth operation of the UN House premises and provides support to all common services activities of the UN Agencies located in the UN House. The Administrative Associate promotes a client, quality, and results-oriented approach.

Duties and Responsibilities
Implementation of operational strategies
Efficient administrative support
Support to supply and assets management
Support to financial management control
Coordination of Registry and Receptionist functions
Support to knowledge building and knowledge sharing
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 CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Ensures efficient administrative support to common services, focusing on achievement of the following results:

Organization of workshops, conferences, retreats. Make pertinent logistical arrangements for internal activities.
Support with protocol matters, coordination with local authorities on premises and other administrative matters.
Daily management of the UN House, including UN House Conference facilities, to ensure a good and secure working environment for all staff members
Management and record keeping of UN House administrative personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures
Administration of the UN House related contracts with individuals and companies, including security related activities
Assume overall responsibility for administrative matters of a more general nature, such as registry and record-keeping of common premises files.
Coordination of administrative surveys, surveys for organization of common services
Arrange external and internal meetings.
Organize UN House Management Committee (UNHMC) meetings.
Coordination of renovation/cleaning/painting in office areas in accordance with UNHMC decisions.
Supervision of cleaning services.
Promotion of UN Greening strategy in daily administration activities of common premises
Implementation of inclusive and accessible working environment
Provides support to proper supply and assets management, focusing on achievement of the following result:

Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Issuance of contracts and recordkeeping.
Act as UN House Assets Focal Point by ensuring safekeeping of assets, preparing bi - annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common premises equipment and supplies, reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying discrepancies for corrective action. Timely preparation and submission of periodic inventory reports.
Arrange for common premises equipment maintenance and insurance as required.
Coordination of the provision of reliable and quality office supplies.
Physically clear and ensure delivery of equipment and supplies procured
In accordance with the UNHMC Work plan arrange for procurement of equipment, supplies and services following UNDP procedures.
Provides support for effective financial management control in the UN House, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in ERP system;
Maintenance of data integrity in the database; analysis of results and initiation of corrective actions when necessary.
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.
Prepare documents for VAT refund.
Manage timely payments to service providers to ensure smooth and uninterrupted work of the UN house and maintain necessary budgetary control records.
Draft annual budget proposal for UNHMC approval
Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions.
Prepare recurring reports as scheduled and special reports as required for budget preparation and revisions.
Prepare and submit expenditure and budget status reports to UNHMC.
Issuance of invoices to UN Agencies including for cost-recovery purposes.
Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services.
Provision of reliable registry services.
Supports knowledge building and knowledge sharing in the CO, contribution to management of UN Common Premises, focusing on achievment of the following results:

Training of staff on the administrative procedures.
Briefing/debriefing of administrative personnel (cleaning, janitor, receptionist) on issues relating to area of work
Sound contributions to knowledge networks and communities
Participate in discussions of new or revised procedures and practices on common service initiatives.
Contribute to the work of UN Operations provide timely update and notifications to OMT on status of common premises activities.
Share lessons learnt on administration of UN common premises and other relevant common services.
Facilitate the work of different UN task forces on common services.
Provide support to knowledge building and knowledge sharing in common premises/services.
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
People Management

UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies

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 fulfill and understand the real customers’ need. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to participate client’s upcoming needs and concerns
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 rules in the most efficient manner. Knowledge of relevant concepts and mechanism
Administration and Operations - Building facilities and office space management: Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy and procedure (POPP) for premises and facilities, including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
Administration and Operations - Events Management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance - Financial Planning and budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysis and reporting.
Procurement - Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles, and policies, and ability to apply this to strategic and/or practical solutions
Required Skills and Experience

Education:
Secondary Education is required; or.
University Degree in business, economics, public administration or other relevant field is desired, but it is not a requirement.
Experience:
Minimum 6 years (with Secondary Education) or 3 years (with University Degree) of experience in administration or programme /project support service (including procurement, logistics, accounting/finance).
Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a strong advantage.
Experience with UN is an advantage.
Work experience on administration of premises is an advantage.
Practical experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language:

Fluency in English and Romanian.
Knowledge of one or more minority languages relevant for Moldova, including Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language is an asset.
Important:

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

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Vacancy End Date: 13 May 2022

To apply please address the link: https://bit.ly/3sb5s7b