Job Identification 14260

Locations: Ashkhabad, Turkmenistan

Apply Before: 11/02/2023, 09:59 PM

Agency: UNDP

Grade: NB3

Vacancy Type: National Personnel Service Agreement

Practice Area: Disaster Risk Reduction and Recovery

Bureau: Regional Bureau for Europe and the CIS

Contract: Duration 1 Year with Possibility for extension

The Administrative Associate will perform the following duties:

Ensure provision of administrative services, focusing on achievement of the following results:

• Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
• Provide support to periodic inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
• Provide support to asset exercise; keep an updated list of project assets;
• Maintain documents filling system;
• Prepare minutes of the meetings and translate various documents;
• Perform other related administrative duties as necessary.

Ensure provision of basic financial services and assistance in project budget management, focusing on achievement of the following results:

• Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments;
• Ensure timely submission of correctly completed travel claims through UnALL/ Quantum platforms if required by corporate business processes;
• Undertake cost estimates for different activities according to the needs of projects;
• Assist in developing detailed project budgets for all activities and outputs;
• Assist in monitoring of project budget in terms of expenditures according to the work plan;
• Assist in preparing quarterly expenditure reports;
• Keep records of all project-related financial documentation and maintain them available when required by the Project Manager;

Provide effective logistical services to project, focusing on achievement of the following results:

• Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services; 
• In coordination with Project Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
• Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs;
• Assist to project personnel and consultants to create/ prepare Travel Authorizations with proper supporting documents through UnALL/ Quantum platforms if required by corporate business processes;
• In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
• Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials;
• Assist in customs clearance procedures by preparation of a package of necessary documents;
• Make necessary arrangements for registration of projects, publications and other printing materials;
• Arrange translation of documents when required;

Ensure provision of basic procurement services to project, focusing on achievement of the following results:

• Assist in development of procurement plan for the project through UnALL/ Quantum platforms if required by corporate business processes;
• Assist in wide dissemination of tender announcements among potential national/ international suppliers;
• Create e-requisitions for any types of procurement in UnALL/ Quantum as required by corporate business processes and ensure correct use of chart of accounts;
• Assist Project Manager in preparation of all supporting documents for contract management (creation/ extension/ termination);
• Arrange purchase process using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary, simple equipment in UnALL/ Quantum as required by corporate business processes;
• Assist in provision of detailed information on procurement issues during project audit exercise;
• Maintain procurement documents filling system.

Required Skills and Experience

Education: Completion of Secondary Education is required or Bachelor’s degree in management/ business/ public administration/ financial management/ economics and any other related fields will be given due consideration;

Experience: Minimum 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of administrative, including basic procurement and logistics, and/ or finance support experience in public or private sector.

Languages: Fluency in Russian and English (writing, speaking and reading). Knowledge of Turkmen language is an asset.

To get additional information and apply for the position, please follow the link.