Common Back Office – Administrative Associate

Job title: Common Back Office – Administrative Associate

Company: United Nations Development Programme

Job description: :Ensures implementation of the Common Back Office (CBO) operational strategies, focusing on achievement of the following results:

• Under the guidance of the CBOM, assist UN agencies and staff in full adherence and implementation of the Memorandum of Understanding (MoU) on the occupation of the common premises and the use of the common services.
• Full compliance of administrative and procurement activities with UNDP rules and policies.
• Provision of inputs to the GOUNH administrative business processes mapping and elaborate/review/monitor the implementation of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented Budget workplans.
• Coordination of Client surveys and surveys for organization of the services.
• Coordination with local authority on services to the GOUNH and other administrative matters.
• Organization of GOUNH procurement related processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Monitoring of CBO staff HR contracts managed by UNDP including initiating hiring, extension and termination.
• Actively review services under Common Service and provide technical advice and ways forward to enhance cost efficiency and effectiveness.

Management of GOUNH assets and consumables focusing on achievement of the following results

• Ensures all assets are managed in accordance to approved rules and regulations.
• maintenance of proper record of all GOUNH assets under CBO responsibility and coordination of the annual physical verification of assets and reports to the CBO Manager and UN agencies on verification of assets.
• Ensure that quality offices supplies and consumables for GOUNH are procured and positioned timely.
• Prepare in close collaboration with technical areas the GOUNH asset replacement plan and the capital investment.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Provision of quality review of regular financial reports, and work with relevant UNDP staff.
• Ensures requisitions and payment are raised in timely in the UN financial management system ‘QUANTUM’.
• Coordination of invoicing and cost-recovery pertaining to common premises/services contributions and use of services.
• Maintenance of administrative control records such as commitments and expenditures; Proper control of supporting documents of funds and activities.

Ensures proper coordination of administrative back-office functions by providing effective coordination, guidance and supervision of the service desk, protocol, service desk and receptionist services delivery, processes and staff.

• Provide supervision and guidance to protocol, registry and Service Desk services delivery and processes.
• Together with the technical units (ICT, Facilities Management) monitor and manage performance of outsourced services procured under Common Back Office funding and ensure timely procurement/contract renewal and extension supports.
• Assist the ICT and Facilities Management in gathering and coordinating workplans, maintenance plans and budget.

Contribute to the advancement of a common business operations strategy and the Efficiency Agenda for the UN in Vietnam

• Continuous improvement of business processes to enhance efficiency and effectiveness.
• Monitoring and data collection in assigned service areas.
• Support to common operations planning and management.
• Sound contributions to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
• May supervise support staff of Common Services team.

Competencies:Core competencies:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management competencies:

• UNDP People Management Competencies can be found in the dedicated

.Cross-Functional & Technical competencies:Administration & Operations

• Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP[1]AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information;
• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Insurance management: Knowledge of policy and procedures on insurance; ability to conduct risk assessment to procure coverage; to ensure relevant tracking and reporting.

Finance

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Financial reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Procurement

• Procurement management: The ability to acquire goods, services or works from an outside external source

Business Management

• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Required Skills and Experience:Education:

• Secondary education is required.
• University Degree (Bachelor´s degree) in Business Administration, Management or International Relations or equivalent field will be given due consideration, but it is not a requirement.
• Certification in Procurement is an asset.

Experience:

• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of working experience in administration, procurement, HR, Finance or logistic service at the national or international level.
• Experience at the national or international level in supervising staff is required.
• Previous administrative/operations experience with international or development organizations is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
• Experience in the use of an ERP system, such as Quantum or in handling of web-based management systems is an asset.
• Strong experience in building partnerships and stakeholder management is an asset.
• Experience in asset management or budget planning and management of operational project(s) is desirable.
• Having good communication and negotiation skills is an asset.

Required Languages:

• Fluency in English and Vietnamese is required.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.DisclaimerUnder US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.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.

Expected salary:

Location: Hanoi

Job posting date: Fri, 31 May 2024 06:20:34 GMT

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