Administrative Assistant Vacancy-Job Ref: JKTNUNDP/2501/202474

Administrative Assistant Vacancy-Job Ref: JKTNUNDP/2501/202474
Tunis (Tunisia)
JOB DESCRIPTION
Anchored in the UNDP country program, and drawing on lessons from its SDG16+ portfolio, as well as an analysis of vulnerabilities, stakeholder dynamics and capacities, UNDP , in collaboration with its national partners, has developed a new portfolio, entitled, “Governance as a lever for socio-economic development in Tunisia”. It will engage institutions, civil society and the private sector to leverage accountable and effective governance to accelerate socio-economic development through an integrated area-based approach that places people at the center of local solutions . The portfolio’s intervention is based on the principle that a just society, free of corruption, and where vulnerable people are included in the search for solutions through partnerships between public institutions, civil society and the private sector, could accelerate progress. towards Tunisia’s Vision 2035 and its National Development Plan 2023-2025.

In order to support the government’s efforts to implement planned reforms and to master the aforementioned challenges, the proposed portfolio aims to contribute to sustainable development in Tunisia, through support for the following expected results:
Outcome 1: Transparency and accountability are effectively strengthened to prevent corruption at local and national levels and promote the equitable delivery of quality services to the population.
Outcome 2: The rights of vulnerable people to local development and a decent life are guaranteed through inclusive access to services and economic opportunities.
Outcome 3: People have access to their rights and increase their confidence in more responsive, people-centered and human rights-respecting security and justice services.
Outcome 4: Data produced and analyzed to ensure adaptive management, quality programming and strengthening of program results.
In this context, and in order to support the administrative and financial management of the portfolio, UNDP intends to recruit three administrative assistants.

2- Duties and Responsibilities
The administrative assistant will be responsible for supporting the execution of the UNDP portfolio. The administrative assistant will be responsible in particular for:

A. Support the financial management of the portfolio, focusing on achieving the following results:

Ensure compliance with UNDP rules and procedures in terms of purchasing and financial management and in particular through digital tools dedicated in this context,
Ensure budget monitoring and assist in managing cash flow,
Prepare documents and payment requests, financial record keeping, financial reports and project budget revisions,
Assist in the preparation of financial statements (disbursements and bank reconciliation) of activities,
Support the preparation of budget reviews,
Ensure the smooth running of grant award procedures from technical and financial partners within UNDP by coordinating with associated teams.

B. Administratively support the implementation of the portfolio, focusing on achieving the following results:

Support procurement processes, including the preparation of documents relating to price requests, calls for tenders or requests for proposals, as well as all preparatory work necessary for contracting,
Ensure the monitoring of contracts entered into as part of the implementation of the portfolio, including those relating to personnel,
Where applicable, support the monitoring of grant agreements/contracts concluded with project stakeholders by ensuring the quality of financial reports, advising on the procedures to follow, etc.
Arrange shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions.
Organize the transport of vehicles, their regular maintenance and their insurance.
Support the management of the archiving system, ensuring the conservation of confidential documents
Assist/prepare/update inventories of fixed assets and stocks of project consumables, and, if necessary, make new acquisitions.
C. Support the logistical management of the implementation of activities focusing on achieving the following results:

Support the logistical organization and closing of activities [workshops, mission, travel, hotel etc.] in accordance with UNDP procedures. This will notably involve quality assurance of TORs, coordination with the purchasing department, suppliers, receipt of invoices and preparation of payment files, coordination with team members including those based in the south, etc.
Assist in the preparation of missions for the project team as well as partners,
Assist/participate where appropriate in project activities to ensure their proper implementation.
D. Support portfolio planning:

Participate in the development of PTAs taking into account the results framework and available resources,
Participate in the development of recruitment plans and annual purchasing plans,
Prepare and timely communicate estimated requirements for organizing project events and cash flow requirements.
E. Support capacity building of the portfolio team and the UNDP Tunisia office in administrative management or any associated area:

Collaborate very closely and effectively with administrative and logistical assistants based in the regions as well as the project team, particularly in the preparation of files, implementation of procedures, etc.
Participate and/or lead training/work sessions for the benefit of the UNDP team and, where applicable, partners on administrative management or any associated area
Actively contribute to cluster and portfolio meetings and provide advice to team members on administrative management.
Administrative assistants will be called upon to perform other tasks falling within their functional profiles and deemed necessary for the proper functioning of the Office and the Organization.

3- Institutional Arrangements

The recruited administrative assistant will carry out the tasks assigned to him, in accordance with the description indicated above, under the supervision of the Principal Technical Advisor [CTP] and in collaboration with portfolio experts.

4- Skills

Core competencies:
Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work on time.
Think innovatively: Level 1: Open to creative ideas/known risks, solves problems pragmatically, 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, others, builds positive relationships.
Act with determination: Level 1: Demonstrates dynamism and motivation, is able to act calmly in the face of adversity, is confident.
Engage and Partner: Level 1: Shows compassion/understanding towards others, builds positive relationships.
Promote diversity and inclusion: Level 1: Appreciates/respects differences, is aware of unconscious bias, faces discrimination unconscious bias, confront discrimination.
Cross-Functional & Technical competencies:

Business Management: Customer Oriented:
– Ability to respond appropriately with a sense of urgency, provide consistent solutions and achieve quality results and/or solutions within the required time frame in order to meet real needs of customers and understanding them.
– Contribute to the development of a customer service strategy.
– Look for ways to add value beyond immediate customer demands.
– Be able to anticipate future customer needs and concerns.
Business Management: Operations Management:
– Ability to effectively plan, organize and supervise the operational processes of the Organization in order to convert its assets into optimal results in the most efficient manner.
– Knowledge of relevant concepts and mechanisms.
Business Management: Communication:
– Ability to communicate clearly, concisely and unambiguously, both written and oral; adapt messages and choose communication methods based on the audience.
– Ability to manage internal and external communication, through media, social media and other appropriate channels.
Business Management: Works based on evidence:
– Ability to inspect, transform and model data with the aim of discovering useful information, informing conclusions and supporting decision-making.
Administration and Operations: Event Management:
– Ability to manage events, including venue identification, accommodation, logistics, catering, after-sales service, transportation, disbursements, etc.

5- Required Skills and Experience
Education:
High school education is required or a university degree in management, finance, and/or equivalent field will be duly considered but not required.
Experience:
At least five (05) years of experience with a secondary school diploma, or two (02) years (with a bachelor’s degree) of relevant experience in administrative, financial or programmatic support services is required.
Required skills and experience:

Good experience in management and monitoring tools
Computer skills
Relevant experience in administrative, financial or programmatic support services within UNDP and/or United Nations and/or International Organization and/or NGOs is required.
Additional skills and experience desired:

Experience with agencies of the United Nations System, or within an international development organization.
Required language[s]:

Fluency in Arabic and French is required.
Knowledge of the English language is an advantage.
Professional certificates:

Administration certifications would be an asset.

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