Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

UNDP Zambia as outlined in its Country Programme Document, (2023-2027) is strategically positioning its country programme implementation based on emerging opportunities and UNDP’s comparative advantages that maximizes partnerships, resource mobilization and impact in keeping with UNDP’s mandate. Its programme implementation is aligned to the first ever UN Sustainable Development Cooperation Framework (UNSDCF), (2023-2027) as part of the UN Development System (UNDS) Reform and in support of the 8 th National Development Plan (8NDP).

Additionally, UNDP has sought to modernize its operational systems and structures to effectively support new ways of working whilst maintaining the highest level of transparency, accountability, and operational effectiveness. A key enabler of its Strategic Plan, 2022-2025, that enhances the scaling up of development impact is digitalization. In this regard, UNDP has invested in cutting-edge tools and processes, informed by the latest technology and research, for its own management effectiveness. In January 2023, the organization launched its new Enterprise Resource Planning (ERP) system, Quantum. This cloud based digital engagement platform will significantly contribute to the strengthening of operational processes and enable simplified and integrated ways of working.

The strengthening of the administrative function is a key measure to enhance overall operational efficiency and effectiveness in the delivery of client-oriented services. The incumbent will contribute to the efficiency of the unit and the office and promote the image of UN/UNDP as an effective contributor to the development of the country. The Administrative Associate being engaged is expected to be a quick learner with good problem analysis skills and the ability to utilize multiple platforms to effectively administer varied and inter-related operational and logistical activities.

The Administrative Associate is part of the Administration, Registration and Transport/Travel Unit within the Operations Department. Under the Overall supervision of the Operations Manager and direct supervision of the Procurement Unit Head or his/her designate, the Administrative Associate supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; Travel related support and administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate may supervise administrative support staff. The Administrative Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of administrative services.

He/she works in close collaboration with Operations, Programme and project teams in the Country Office, and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties And Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Support the elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management
• Provision of inputs to preparation of operations/administrative team results-oriented workplans

Supports effective administrative services, financial control and logistical support focusing on achievement of the following results:

• Maintain administrative control records such as commitments and expenditures.
• Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Consolidate and prepare summary statements for inclusion in the financial statements.
• Support to the procurement office stationery and other goods and services for general administration as per procurement plan and rules.
• Performance of a Requester role in ERP system and preparation of requisitions for travel and other administrative activities
• Administrative support to conferences, workshops and retreats
• Support to the coordination of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, and office space management
• Submission of information on administrative services provided for cost-recovery bills q Facilitate procurement of airtime and data bundles for staff on a monthly basis.
• Facilitate issuance of mobile phone numbers, handsets and other communication equipment to relevant personnel, in coordination with the ICT unit.
• Maintain roster of radio communication call signs.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports, as needed
• Support with protocol matters, registration of staff, preparation of Note Verbales and coordination with local authority on administrative matters including VAT exemption.
• Support to the development and implementation of greening efforts in compliance with Country Office and corporate strategies and targets
• Monitor CO’s environmental performance and report progress regularly – internally and as part of UN ‘Greening’ – and support UNDP Communications in external reporting.

Supports asset and supply management focusing on achievement of the following results:

• Assist the OM in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
• Receive, inspect and verify all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users
• Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP system, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS.
• Support to the management on physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on request and liaise with requesting unit; and maintenance for disposal action and entry in ERP system of all the requisite details for recording disposals. Oversee disposal of items an accuracy of inventory data.
• Support the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign-off on the physical count and correctness of the inventory system database.
• Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g. includes input and conversion of data entered into the system, maintenance of the system and corrective actions).
• Coordination of the provision of reliable and quality office supplies
• Custodian for management of office stationery supplies including replenishment of stationery, maintenance of stock list, distribution of stationery as required by staff, maintaining a distribution log and preparation of relevant reports and certifications
• Preparation, certification, and timely submission of inventory reports

Supports effective and efficient functioning of the Operations Section, focusing on achievement of the following results:

• Support to UN-related surveys including collection and compilation of data;
• Support to common services and UN-BOS implementation;
• Support to the maintenance of common premises.

Supports knowledge building and sharing in the CO focusing on achievement of the following results:

• Organization of training for the operations/projects staff on administration and provision of advice on general administrative matters, as needed
• Sound contributions to knowledge networks and communities of practice
• Train office/project staff engage in the conduct of physical inventory
• Perform any other duties as assigned

Competencies

Core : Full list of UNDP Core Competencies can be found here

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

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