Procurement Notices

II. Organizational Context

The Special Unit for the Tokyo International Conference on African Development (TICAD) of the Regional Bureau for Africa (RBA) is mandated to further enhance the TICAD process, for which UNDP has been one of the longest serving co-organizers, together with the World Bank, the UN Office of the Special Adviser on Africa, the African Union Commission, and the Government of Japan. TICAD also provides the overall framework of strategic collaboration between Japan and UNDP in Africa.  Against these backdrops, the Unit promotes wide ranging partnerships with key TICAD stakeholders, at political, substantive, programmatic, technical, and operational levels.

Under the overall guidance and supervision of the TICAD Programme Adviser, RBA, the Administrative Associate is responsible for the provision of high quality and precision backstopping in overall administrative support functions for the Unit.  The Administrative Associate promotes a client, quality, and results-oriented approach.

The Administrative Associate works in close collaboration with the staff of the RBA HQ, Country Offices as well as other relevant Bureaus of the HQ to ensure consistent service delivery.

III. Functions / Key Results Expected

Summary of Key Functions: 

• Implementation of operational strategies
• Support to project management, and proper procurement
• Efficient administrative support
• Knowledge building/sharing

1. .   Ensures efficient administrative support, focusing on achievement of the following results:

1. Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
2. Organization of workshops, conferences, retreats.
3. Support with protocol matters, registration of staff, coordination of space and other administrative matters

2.  Ensures efficient support to Project Management, focusing on achievement of the following results:

1. Follow-up with COs on the UNDP-Japan funded project requirements (Work Plan, Final Report, Related meeting organization, note taking, etc).
2. Back-stop Program Finance Associate in providing UNDP-Japan funded project support.

3. Provides support to proper procurement, supply and assets management, focusing on achievement of the following results:

1. Coordination of assets management in the Unit, timely preparation, and submission of periodic inventory reports.
2. Coordination of the provision of reliable and quality office supplies.
3. Provision of efficient general reception and information services

4. Provides support with finances management focusing on achievement of the following results:

1. Support the project data entry into Atlas,
2. Vendor set-up information in Atlas.
3. Proper control of the supporting documents for payments and financial reports for projects; preparation of PO and non-PO vouchers for development projects.
4. Back-stop Program Finance Associate in monitoring the TICAD funds, facilitating approval of the vouchers, requisitions, purchase orders etc.

5.   Supports knowledge building and knowledge sharing in the Unit, focusing on achievement of

the following results:

1. Training of intern and consultant on the administrative and financial procedures when required.
2. Ensure proper storage of documentation within the unit
3. Commitment to professional development including learning and competency development.
4. Any other duties in line with administrative, project and financial support to the Unit.

IV. Impact of Results

The key results have an impact on the efficiency and the integrity of the Unit. Accurate analysis and presentation of information, efficient, effective, and timely administrative support strengthens the capacity of the Unit and facilitates subsequent action by the supervisor. Incumbent’s own initiative is crucial in ensuring the quality of the Unit work.

V. Competencies and Critical Success Factors

Functional Competencies:             

Promoting Organizational Learning and Knowledge Sharing

Level 3: Basic research and analysis

1. Researches best practices and poses new, more effective ways of doing things
2. Documents innovative strategies and new approaches
3. Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 3: Fundamental knowledge of processes, methods, and procedures

1. Understands the main processes and methods of work regarding to the position
2. Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
3. Strives to keep job knowledge up-to-date through self-directed study and other means of learning
4. Demonstrates good knowledge of information technology and applies it in work assignments

Level 3:  Maintains effective client relationships

1. Organizes and prioritizes work schedule to meet client needs and deadlines
2. Establishes, builds, and sustains effective relationships within the Unit and with internal and external clients
3. Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

1. Gathers and disseminates information on best practice in accountability and results-based management systems
2. Prepares timely inputs to reports
3. Maintain databases

Core Competencies:

1. Acting as a team player and facilitating team work
2. communicating effectively
3. Demonstrating/safeguarding ethics and integrity  
4. Demonstrate corporate knowledge and sound judgment
5. ATLAS proficiency

VI. Recruitment Qualifications

Education:

• Secondary Education with at least six (7) years relevant work experience, or Bachelors’ degree in Business or Public Administration. (30% ) with 4 years

Experience:

• Six years of relevant experience in administration, logistics and procurement. (25%)
• Experience in the usage of computers and office software packages (MS Word, Excel, etc). Demonstrated experience with the UN – Understanding of the UN and UNDP’s mandates demonstrated familiarity with it Programme. (25%)

Language Requirements:

• Fluency in English

Evaluation Criteria:

• Individual consultants will be evaluated based on cumulative analysis of technical and financial criteria using the following methodology:

• * Technical Criteria weight: 70%

• * Financial Criteria weight: 30%