Job Vacancy @ UNDP (United Nations Development Programme) – Administrative Associate
Job Identification : 5180
Locations : Freetown, Sierra Leone
Posting Date : 08/09/2022, 12:56 PM
Apply Before : 08/25/2022, 03:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : NB3
Vacancy Type : National Personnel Service Agreement
Practice Area : Governance
Bureau : Regional Bureau for Africa
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Bachelor's Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience
Required Languages : English
Desired Languages : Krio
Vacancy Timeline
2 Weeks
Job Description
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.
The Presidential, Parliamentary and Local council elections in Sierra Leone will be held on 24 June 2023. The Election Commission of Sierra Leone (ECLS) and other election management bodies (EMBs) have advanced the preparation for the elections increasing venues for multi-stakeholders’ engagement in the electoral process. The electoral environment in Sierra Leone remains fragile raising the state institutions and stakeholders’ commitment for further promoting organization of inclusive, and fully transparent elections in 2023. Misinformation and hate speech used in the electoral process had been considered as a principal factor undermining the conduct of peaceful elections in Sierra Leone.
Despite significant achievements made in improving the electoral legislation and other related regulatory policies, frameworks in Sierra Leone, the EMBs and other state actors engaged in administration of elections require technical assistance for enhancing administrative processes to deliver peaceful and credible elections. Over the years, UNDP Sierra Leone was instrumental in providing electoral support to the EMBs and advancing engagement of vulnerable groups such as women, youth and persons with disabilities in electoral processes. Promoting coordination and strengthening of conflict prevention mechanisms in the electoral process were the primary objectives of the UNDP technical support projects. Following the request made by the ECSL, a new UN Needs Assessment Mission (NAM) was deployed to Sierra Leone in December 2020 which recommended the United Nation’s engagement in a number of electoral areas including providing of technical assistance to the ECSL and the Political Party Registration Commission (PPRC) and strengthening of early warning and conflict prevention mechanisms established under the management of national security sector. The UNDP Election Project “Fostering Peaceful, Credible and Inclusive Elections in Sierra Leone 2022-2023” (election project) was established in June 2022 to assist the EMBs in the organization of peaceful and inclusive elections in Sierra Leone. The project includes a component funded under the UN Peacebuilding fund (PBF) aimed at promoting a peaceful environment towards the elections and supporting state institutions and security sector to mitigate and prevent conflicts before and after the elections.
Institutional Arrangement
Administrative Associate will function under the direct supervision of the Chief technical advisor/project manager.
Duties and Responsibilities
The Administrative Associate will be responsible for all administrative work of the project. He/She will be responsible to manage schedules, gathers necessary resources and communicates progress to team members.
Project Administration:
- Maintenance of the Project Records:
- Compiling, analyzing, summarizing, recording and maintaining information on project activities and data;
- Provide support in managing of the project office, office supplies, office materials;
- Supervise the use and maintenance of Project vehicles and drivers;
- Support the Project team in appointment and contracting, logistical arrangement and maintaining of project document;
- Support processing requisitions, preparations of bids and purchase orders, liaising with suppliers and contractors and following up on deliveries, customs clearances, and payments.
- General Administration:
- Manage administrative function/matters and establish internal administrative systems and controls;
- Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version;
- Maintenance of attendance register and organising of meetings, workshops, travels and hotel bookings.
- Ensures knowledge building and knowledge sharing, focusing on the following results
- Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters;
- Support the organization/conduct of training on financial management and administrative procedures;
- Document lessons learned and best practices in Finance and administration.
- Others
- Monitor leave plans of the project staff and maintain leave records;
- In collaboration with the Finance specialist coordinate assets management and prepare timely periodic inventory reports;
- Raise payment requisitions in Atlas for DSA, travel, procurement and logistics issues.
Competencies
Core 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.
