Administrative and Logistics Associate Vacancy-Job Ref: JKTNUNDP/0902/202455

Administrative and Logistics Associate Vacancy-Job Ref: JKTNUNDP/0902/202455
Zarzis ( Tunisia )

JOB DESCRIPTION

Anchored in the UNDP country program (2021-2025), and drawing on lessons from its SDG16+ portfolio (2018-2023), 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 2023-2055.

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 logistical management of portfolio activities in the southeast region, UNDP Tunisia intends to recruit an administrative and logistical assistant. He[she] will act under the supervision and coordination of the Area Manager and in collaboration with the operational and technical teams based in Tunis.

2- Duties and Responsibilities
The administrative and logistics associate will be responsible for:

a- Administratively and financially support the implementation of the portfolio by coordinating with the administrative assistants and 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 manage cash flow
Prepare payment documents and requests, financial record keeping, financial reports and project budget revisions
Prepare financial statements (disbursements and bank reconciliation) of activities
Prepare budget reviews
Ensure the smooth running of grant award procedures from technical and financial partners within UNDP by coordinating with associated teams.
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b- Ensure good logistics for activities organized by the portfolio in the Tunisian south-east region:

Support the logistical preparation of activities organized in the south-east of Tunisia by respecting standard procedures and coordinating with the administrative assistant and the project team [quality assurance of TORs, requisition on quantum, coordination with the providers and participants, or any task deemed necessary]
Ensure the smooth running of activities through logistical supervision, signing of attendance sheets, equipment management, coordination with service providers, etc.
Process and prepare documentation relating to the proper closure of activities [collection and review of invoices, preparation of payment files, etc.] in collaboration with the administrative assistant.
c- Promote good knowledge and collaboration with suppliers and service providers based in the southeast region:

Support the identification of suppliers and service providers based in the South according to UNDP standards and procedures
Support coordination with service providers to ensure deadlines or any other inherent tasks are met
Support the monitoring of contractual commitments of logistics service providers, including support for performance evaluation with the relevant UNDP services.
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 UNDP Tunisia office in administrative management or any associated area:

Collaborate very closely with effects administrative assistants, project teams, and program associates in the preparation of files and compliance with procedures in the implementation of activities
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 portfolio meetings and provide strategic advice to team members on administrative management
Contribute to the mapping of administrative processes of the liaison office and the implementation of internal standard operating procedures.
The administrative and logistics associate will be called upon to perform other tasks falling within their functional profile and deemed necessary for the proper functioning of the Office and the Organization.

3- Institutional Arrangement

The recruited administrative and logistics associate will carry out the tasks incumbent on him, in accordance with the description indicated above, and he will act under the supervision and coordination of the Area Manager and in collaboration with operational and technical teams based in Tunis. According to the integrated approach of the portfolio, the administrative and logistics associate will work in a transversal manner, in collaboration with all the teams responsible for the implementation of the Portfolio Effects.

4- Skills
Core:

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 manages ambiguity/uncertainty, is flexible to 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.

Transversal and technical skills:

Business Management: Customer Oriented:Ability to respond appropriately with a sense of urgency, deliver consistent solutions and achieve quality results and/or solutions within the required time frame in order to meet and understand real customer needs; Contribute to developing a customer service strategy; Looking for ways to add value beyond immediate customer demands; Being able to anticipate future customer needs and concerns.

Management and Business Strategy: System Thinking:Ability to use objective problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, and to consider how changing one element can impact d other parts of the system.

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 orally; 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.

Partnership Management: Relationship Management: Ability to engage with a wide range of public and private partners, establishing, maintaining and/or strengthening working relationships, trust and mutual understanding.

Business Management: Works with evidence: Ability to inspect, transform and model data to uncover useful insights, inform conclusions and support decision-making.

5-Travel

Be willing to travel regularly to UNDP and partner project sites.

6- Required Skills and Experience

Education :
Secondary education required or
A university degree in management, administration, management, finance, and/or equivalent field will be duly taken into consideration but not required.
Experience :
At least six [06] years of experience [with a high school diploma] or three [03] years [with a bachelor’s degree] of relevant experience in administrative, financial or logistical support services is required.
Required skills and competencies:

Practical knowledge/experience of management and monitoring tools
Computer skills.
Additional skills and competencies desired:

At least one relevant experience in administrative, financial or logistical support services within an international development organization would be an asset.
Relevant experience within UNDP or with other agencies of the United Nations System would be an asset.
Administration certifications are desirable.

LANGUAGES:

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

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