Administrative Associate

Job Description

Background
The United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Yemen provides comprehensive and timely information on humanitarian issues and relief efforts of UN agencies, NGOs and international institutions operating throughout the Republic of Yemen. The OCHA Administrative Unit is an integral part of the OCHA office and provides services both internally and externally. The Admin Unit assists in providing enabling environment aiding the implementation of humanitarian response in Yemen and coordinate within various Humanitarian actors/Humanitarian Partners within the country, including UN Agencies, NGOs, donors, international organizations and national counterparts. 
Administrative Associate (G6) will be based in Aden with frequent field missions. Under the direct supervision of the Associate Administrative officer with overall direction of the Deputy Head of OCHA. 
OCHA Yemen strives to foster a diverse and inclusive work environment. Female candidates are strongly encouraged to apply for this position.
Position Purpose

Under the overall guidance and supervision of the Deputy Head of Office, Associate Administrative Officer, or Head of Administrative Unit, the Administrative Associate will support the overall management and control of expendable and non-expendable OCHA assets, administers resources utilization, disposal of assets and subsequent renewal of inventory data; and administers and provision of logistics support, and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate may supervise administrative support staff. 
The Administrative Associate (G6) will be based in Aden with frequent field missions to different Governorates and areas of concern. S/he will be a member of the OCHA Yemen Office with a key role in administrative and financial services ensuring high quality, accuracy and consistency of work. The administrative Associate promotes a client-oriented approach consistent with UN/UNOCHA rules and regulations working as an integral part of the organization’s Team and adding capacity in supporting the mandate of OCHA.
 The Administrative Associate works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Under the supervision of the Associate Administrative Officer, The Administrative Associate will be responsible for the following duties while:
1. Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality

Asset Management

• Ensure full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to OCHA rules, regulations, policies and strategies, and that inventory procedures are complied with at all CO units. 
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
• Provision of support to office maintenance and assets management physical inventory verification exercise by checking the accuracy of records and location of property.

 2. Provide support for effective administrative and financial control in the country office.
General Administration & Logistics 

• Assist in and provide inputs to the preparation of the unit budget 
• Maintain administrative control records such as commitments and expenditures. 
• Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. 
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the system. Travel claims, other entitlements are duly processed.
• Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively.
• 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. Organize and coordinate seminars, conferences and translations.
• Creates, monitors and reviews travel requests and expenses reports. Review supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules and in coordination with the Associate Administrative Officer.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Physical space planning and identification of office technology needs and maintenance of equipment, software and systems in coordination with OCHA IT person.
• Provision of support to maintenance of common premises and common services.
• Maintenance of records on assets management, preparation of reports.
• Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc. scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
• Independently handles a wide range of complex information requests and inquiries {e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• 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. 
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial, personnel matters.
• Provision of administrative and logistical support.
• Focal point for appropriate filing of relevant documents or copies, submission of appropriate documents to UNDP or OCHA HQ, ensure registration in the relevant records. 
• Ensures office files (chrono in/out file, HR, Finance, payments, various manuals, training, UN Circulars etc.) are maintained accurately;
• Ensure adequate office supplies in main office and maintain a system for allocation and tracking.
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit for management of conference room.
• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Interaction with Visitors and representatives Government, UN other international organization.

3. Support travel and associated activities for staff and clients. 
Travel & Fleet Management

• Creates travel request, expense report and collation of supporting documents on behalf of staff through UMOJA.
• Monitors and reviews travel requests and expenses reports. Review supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules and in coordination with the Head of Administration
• Management of the office vehicles and supervision of the drivers to meet and facilitate the office needs.
• Assists with the coordination of travel for the Humanitarian Coordinator and other colleagues (e.g. booking flights, hotels, visas, residency, processing travel request through UMOJA, follow up on payments, ground transportation).

4. Support knowledge building and sharing in the Country Office
Knowledge Sharing 

• Provide training on operations matters to office support staff and asset management focal points engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice with respect to general administration, finance related, and government liaison 

5. Support with Low Value Acquisition processes 
Procurement functions and Donors Relations

• Performs LVAs (Low Value Acquisition) with respect to UN procurement/Financial rules and regulations using UMOJA and maintaining regular contacts with HQ for follow up till the process is completed. 
• Raise LVA PO. Service Entry Sheet, Shopping Cart in Umoja 
• Assist in the procurement of services, such as meeting organizations, acquisition of office items, etc.
• Assist in the preparation and management of Donors relations such as: Being focal point for meeting coordination, preparation of meetings agenda and venue, sending invitations and outcomes and build an updated donor list for future communications. 

• 6. Other Duties

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies

 Expected Demonstration of Competencies
Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination  LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

People Management Competencies 

Competency Definition
1 Show Managerial Courage

• Face up to organizational and people problems.

• Not be afraid to take decision and action when and as needed.

• Not hold back anything that needs to be said, respectfully and diplomatically.

• Address conflict in a timely manner, not allow conflicts in teams linger.

• Help others through emotional or tense situations, tactfully bringing. disagreements into the open and finding solutions all can endorse.

2 Demonstrate Empathy and Emotional Intelligence

• Genuinely care about people; demonstrate empathy with joys and pains of others.

• Enable the wellbeing of the team(s).

• Read a group’s emotional currents and power relationships, identifying influencers, networks, and organizational dynamics; adapt leadership styles at the appropriate times.

• See the positive in people, situations, and events.

3 Motivate and Direct

• Create and communicate a compelling vision and purpose.

• Align people and resources with organizational vision, strategy, objectives.

• Understand and proactively builds the team/organization culture.

4 Build an Enabling Workplace

• Create a working environment where people are engaged and want to do their best; empower and enables team members to perform and have a positive workplace experience.

• Promote honestly, openness, trust and psychological safety and create opportunities to innovate and learn.

• Recruit and promotes individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others Encourage collective action and integration.

5 Build Capability

• Identify and develop talent in individuals, providing positive support to enable them to achieve their potential.

• Foster learning or development of others by giving feedback, guidance, and support; support career development of others.

• Have willingness and ability to delegate to help people learn, including from failure.

6

Manage Performance and Ensure Accountability

• Ensure regular conversations with people about work.

• Provide positive and constructive feedback.

• Discuss poor performance in a timely manner.

• Provide praise and recognition, as well as ensure accountability.

7 Lead with Humility

• Be authentic and transparent, act with integrity

• Be accessible and available to team members they lead

• Encourages debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened too

• Be modest, giving credit for success to others and admit own shortcomings

Cross-Functional & Technical competencies 

Thematic Area Name Definition
Business Direction & Strategy Effective Decision Making

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

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 results in the most efficient manner.
•  Knowledge of relevant concepts and mechanisms.

Administration & Operations Assets management

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain.

Administration & Operations Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Keywords

• Professionalism
• Communication
• Teamwork 
• Planning and organizing

Required Skills and Experience
Education:

• Secondary education is required.
• University Degree in Business Administration, Public Administration, Accounting or equivalent field will be given due consideration, but it is not a requirement

Experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable. 
• Experience with Enterprise Resource Planning system such as Atlas or Quantum.
• Knowledge of Umoja and UN systems is desirable.
• Relevant experience in working with an UN agency or other humanitarian agency is desirable.

Language Requirements:

• Fluency in written and spoken English and Arabic is required.
   

Important Note: Candidates found suitable and not selected for the announced duty station, may be selected for other similar positions at the same level grade and with similar job descriptions, experience, and educational requirements in any of the following duty stations: Sana’a, Aden, Hodeida, Ibb, Saada, Marib, Mukalla Hajjah, Al Jowf, Al Baida, Tiazz, Al Turbah and Mukha

Applicant information about UNOCHA rosters
Note: UNDP 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 UNOACHA at the same grade level and with similar job description, experience and educational requirements.
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