Administrative Specialist

UNDP supports stabilization, state building, governance and development
priorities in Afghanistan. UNDP support, in partnership with the Government, the
United Nations system, the donor community and other development stakeholders,
has contributed to institutional development efforts leading to positive impact
on the lives of Afghan citizens. Over the years UNDP support has spanned such
milestone efforts as the adoption of the Constitution; Presidential,
Parliamentary and Provincial Council elections; institutional development
through capacity-building to the legislative, the judicial and executive arms of
the state, and key ministries, Government agencies and commissions at the
national and subnational levels.

UNDP has played a key role in the management of the Law and Order Trust Fund,
which supports the Government in developing and maintaining the national police
force and in efforts to stabilize the internal security environment. Major
demobilization, disarmament and rehabilitation and area-based livelihoods and
reconstruction programmes have taken place nationwide. UNDP Programmes in
Afghanistan have benefited from the very active support of donors. UNDP
Afghanistan is committed to the highest standards of transparency and
accountability and works in close coordination with the United Nations Mission
in Afghanistan and the UN system as a whole to maximize the impact of its
development efforts on the ground. UNDP has six regional offices to support
programme activities which are centrally administered.

• Effective Administrative and financial control and Overall management of six
  Regional Offices
• Asset Management, Logistics Support
• Management of premises and common services
• Manage common services organization and management, establishment of
  partnerships with other UN Agencies
• Facilitation of knowledge building and management

• Regional office business processes mapping and establishment of internal
  standards operation procedures (SOPs) in all areas of operations management
• Planning, expenditure tracking and audit of financial resources in
  accordance with UNDP rules and regulations
• Organization of cost-recovery mechanisms for regional office services
  provided to projects and UN Agencies, including ensuring preparation of proforma
  invoices for UN agencies
• Compliance with corporate rules and regulations in the field and elaboration
  of the regional office
• Elaboration of the regional office contract strategy including tendering
  processes and evaluation, managing the contract and contractor, legal
  implications

• Manage UNDP assets and inventory management processes in management project
  in accordance of UNDP Financial Rules and Regulation;
• Develop and Implement effective and efficient process of R&I and supply
  management system;
• Provides technical advice in matters related to assets management of the
  assigned projects;
• Reviews, implement and monitor assets management procedures in the relevant
  project;
• Ensure compliance of the CO with UNDP asset management policies;
• Manage provision of timely and cost–effective logistical services including
  sub-contracting of local companies, renting or rehabilitation of the projects’
  premises, office equipment and supply, transportation and fuel management;
• Management of contracts upon delegation of responsibility and monitor
  performance of contractors.

• Establishment of common services, maintenance of coordinating machinery to
  ensure integrated activities on common services and implementation of the UN
  reform;
• Elaboration of the strategic approach for implementation of common services
  in line with the latest developments in common services and the best practices;
• Proper planning and tracking of common services budget and of Agencies
  contributions to the common services account;
• Ensure that all security related measures are properly implemented and
  applied.
• Discuss and liaise with UNDP management and guesthouse management on the
  lease agreements;
• Ensure lease agreements are kept current or in consultation with management
  take appropriate actions like termination or extension.
• Coordinate with the respective units in the County Office, Project focal
  points, the guesthouse manager and ensure accommodation arrangements are made
  for staff prior arrival and as and when necessary;
• Liaise and negotiate with the guesthouses on the availability of suitable
  accommodation;
• Plan and assist in identifying suitable accommodation;
• Work with Deputy Country Director (Operations) to assist and follow-up in
  developing alternative accommodation;
• Assist in closing down of guesthouses including disposable of assets.

• Establishment of common services, maintenance of coordinating machinery to
  ensure integrated activities on common services and implementation of the UN
  reform;
• Elaboration of the strategic approach for implementation of common services
  in line with the latest developments in common services and the best practices;
• Proper planning and tracking of common services budget and of Agencies
  contributions to the common services account;
• 
  
  Ensure that all security related measures are properly
  implemented and applied.

• Identification of sources of information related to policy-driven issues.
  Identification and synthesis of best practices and lessons learned directly
  linked to country policy goals. In collaboration with programme and operations
  teams,
• The Admin Specialist will be instrumental in ensuring good management
  practices; streamlining contract management; and overall ensuring consistency of
  CO contracting and subcontracting obligations with UNDP rules and regulations;
• Coordination of development of policies and institutions that will address
  the country problems and needs in collaboration with the Government and other
  strategic partners;
• In close collaboration with the DCDs (O), and relevant Headquarters Units
  when required, conduct training and ensure capacity building to strengthen
  administrative knowledge and compliance with UNDP rules and procedures;
• Establishment of advocacy networks at national level and linked to
  international networks;
• Knowledge building and sharing with regards to management and administration
  in the CO, regional office, organization of the admin staff trainings, synthesis
  of lessons learnt/best practices;
• Sound contributions to knowledge networks and communities of practice.

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity
  and adaptability;
• Promotes the vision, mission and strategic goals of UNDP.

• High degree of personal initiative and willingness to accept a wide range of
  responsibilities;
• Demonstrated effectiveness in developing logistics plans , policies,
  procedures and new programmes; demonstrated fiscal awareness and responsibility
  as well as good knowledge of UN Financial rules;
• Ability to provide technical and procedural advice in a broad range of
  logistics areas; ability to develop, maintain and supervise accountability
  systems for materials , services and contract management.

• Excellent communication (spoken, written and presentational) skills,
  including ability to present sensitive issues /positions, write reports and
  quantitatively justify logistics decisions;
• Ability to manage logistics pogramme in a field operation of to formulate
  effective strategies and technical approaches to logistics issues and related
  areas.

• Demonstrated planning and organizational skills and ability to coordinate
  the work of others, work to tight deadlines and handle multiple concurrent
  projects/activities.

• Promote knowledge management in UNDP and a learning environment in the
  office through leadership and personal example;
• Actively works towards continuing personal learning and development in one
  or more Practice Areas, acts on learning plan and applies newly acquired skills.

• Excellent technical skills in measurement and evaluation ,including grasp of
  methodological and operational dimensions and the ability to link corporate and
  country level issues;
• Ability to go beyond established procedures and models, creation of new
  approaches;
• Ability to lead business processes, re-engineering; implementation of new
  systems (business side) and affect staff behavioral/attitudinal change.

• Builds strong relationship with clients, focuses on impact and result for
  the client and responds positively to feedback;
• Consistently approaches work with energy and a positive , constructive
  attitude;
• Demonstrates openness to change and ability to manage complexities;
• Leads team effectively and show mentoring as well as conflict resolution
  skills.

• Master’s degree in Business Administration, Supply chain management, Finance
  or other related fields;
• Minimum 5 years of progressive work experience and at professional level in
  Administrative Service Management, Operations Management or relevant field;
• Previous work experience in complex operations environment;
• Work experience with UNDP or UN system will be highly advantageous;
• Knowledge of ATLAS, ERP highly desirable.