Mostar, 24.11.2022.

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.

• Administration Assistant – one position (Mostar)

The local office has following key functions:

1. Maintain relationships with local stakeholders in the area of responsibility;
2. Contribute to UNDP programme cycle and
3. Provide a platform for services (to UN agencies and RCO, or other stakeholders) and for ensuring UNDP Business Continuity.

Under direct supervision of the Head of Local Office, the Administration Assistant will be closely working with the respective projects’ Project Associates on budget planning, implementation and reporting, and other administrative support. The Administration Assistant works in close coordination with Country Office (CO) Operations’ Units to ensure consistent service delivery complying with UNDP rules and donor’s requirements. The operational functions will be closely monitored and supported by relevant CO Operations’ Units.

Duties and Responsibilities

Support to effective portfolio/project management, in the local office

• Support to development of annual work plan;
• Provision of inputs for the preparation of the specific projects’/portfolio budget implemented at local office level;
• Maintenance of records such as commitments and expenditures for portfolio/project implementation at local office level;
• Review, verification and reconciliation of a variety of local office related projects’ data and reports ensuring accuracy and conformance with administrative and financial rules and regulations;
• Provision of the information to the CO for the relevant audits;
• Support to development and implementation of M&E plans at local office level;
• Regularly monitors and ensures completion of programme field visits plans in close coordination with Sectors;
• Maintains timetables and administrative records of the Project Boards meetings taking place at the local office level, including provision of support to organization of meetings, drafting minutes, dissemination of information and follow-up.

Ensures efficient administrative support

• In collaboration with CO HR Unit, support to recruitment of personnel and consultants for local office and local office projects, as needed;
• Support Head of Office/Sector/CO in development of procurement plans related to the specific projects implemented at the local office level;
• Support Head of the Local Office/Sector/CO in organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation related to the specific projects implemented at the local office level;
• Documentation preparation for submission to Procurement Review Committees;
• Support with protocol matters at the local office level, support to Head of Office in coordination with local authority on space and other administrative matters;
• Coordination of travel arrangements for local office personnel, including: air-ticket purchasing, processing travel authorization and travel claims in line with travel entitlements for staff, consultants, and visitors, ensuring that the travel arrangement follow the UNDP rules and regulations; hotel reservations for visiting UN/UNDP officials; support to processing requests for visas;
• Support to local office projects in organization of workshops, conferences, and meetings;
• In collaboration with the Head of Transportation and CO General Services Unit, coordinates transportation services within a local office, regular vehicle maintenance and insurance and ensuring proper filing of vehicle daily logs and gas consumptions;
• Prompt reporting and support to Head of Transportation in cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report and logs;
• Preparation of routine correspondence, memoranda, presentations and support to preparation of reports;
• Maintaining attendance records for local office personnel for submission to CO HR Unit;
• Maintaining local office files; online archiving;
• Supervision of cleaning services;
• Coordination of the provision of reliable and quality local office supplies.

Support to diversity and inclusion

• Supports the Head of Local Office in effectively mainstreaming the gender equality throughout project activities, work plans, budgets, reports, research, analyses and, where specifically relevant, analysed in detail;
• Ensures that all the data, when collecting and compiling inputs related to the project, are gender and age disaggregated and evaluated from the gender point of view.

Institutional Arrangement

• The Administration Assistant will under direct supervision of Head of Local Office.

Cross-Functional & Technical competencies

Required Skills and Experience

Education:

Experience:

Disclaimer

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements.

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Aplly before 04.12.2022.                                                                                        

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Mostar, 24.11.2022.