UN Common Services Administrative Associate || Apply Now ||

The Common Services Administrative Associate works closely with the Head of the Resident Coordinator’s Office, Co-Chair of the OMT and under the overall supervision of the Operations Manager UNDP to oversee and manage the UN reform agenda, including UN Common Premises and UN Business Operations Strategy, as well as supporting the daily activities of the UN Operations Management Team by tracking and monitoring their workplan, guaranteeing high quality and accuracy of work, and implementing the common services and premises budgets. The Administrative Associate promotes a client, quality, and results-oriented approach.

Duties and Responsibilities of Services Administrative

Support implementation of operational strategies and effective management of administrative and budget resources.

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies
• Support UN Common Premises administrative business processes mapping and elaboration of the internal Standard Operating Procedures (SOPs)
• Review of data integrity in the OMT database, control programme, analysis of results and initiation of corrective actions when necessary
• Presentation of thoroughly researched budget information for common administrative services of OMT activities
• Proper planning and tracking of common services budget and of agencies contributions to the services account;
• Tracking and following up on contribution from UN agencies and send reminder to collect contribution
• Coordination with UNDP Operations team (related to administrative, human resources, and budgeting processes) to implement common services plans and activities effectively

Ensures effective and efficient support to the UN Operations Management Team (UN OMT):

• Support the development of UN OMT annual workplan and annual budget
• Support the implementation of common services plans
• Support to Working Groups in the implementation of the tasks and initiatives
• Supports the OMT in conducting various UN survey, reviews, and coordinate results
• Provide background information of common services activities for OMT chair and OMT members
• Organize OMT meetings, to provide related updates and follow ups, to ensure that the items discussed at meetings are properly reported and prepare minutes of meetings.

Ensures effective and efficient provision of BOS Common Service and Common Premises administration

• Support in coordinating s with UN Agencies‘ OMT focal points the implementation of common activities under the Business Operation Strategy, collects required data and information from UN Agencies, provides summary, and ensures timely annual reporting
• Ensure that common services stock take, opportunity analysis, Cost Benefit Analysis data, Result Framework, and implementation plan is updated and timely integrated in the UNINFO BOS platform and adherence to the guidelines.
• Ensure that the OMT working group’s plans and BOS implementation plan are aligned, and quarterly monitors the status of common services
• Coordination with building management and any related parties

Ensure effective coordination and support related to other activities:

• Support to implementing the BOS Common Services Guidance notes and policies under the various UN-wide strategies, including but not limited to the Disability Inclusion Strategy.
• Support UN OMT in conducting coordination with government offices (State Secretariat, Ministry of Foreign Affairs and other relevant Government institutions) related to the Administration Working Group of the Indonesia UN-Consultative Forum

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Required Skills and Experience