DEP ADMINISTRATIVE ASSOCIATE, Dar-Es-Salaam, Tanzania

DEP ADMINISTRATIVE ASSOCIATE

Location :

Dar-Es-Salaam, TANZANIA

Application Deadline :

31-Oct-13

Additional Category

Democratic Governance

Type of Contract :

Service Contract

Post Level :

SB-3

Languages Required :

English

Background

United Republic of Tanzania has held four credible general elections since the reintroduction of multi-party politics in 1992. Citizens and the government are eager to maintain this track record and to further strengthen democratic practice in Tanzania. Looking to the 2015 general election, government has undertaken early and comprehensive preparations for the electoral processes. Since receipt of official requests for UN assistance to the election cycle leading to the 2015 general election from the National Election Commission and Zanzibar Electoral Commission, a UN Needs Assessment Mission recommended the development of a project in support of the national efforts.

In addition, in 2014 the United Republic of Tanzania will likely conduct a first national referendum on a new constitution. The national Election Management Bodies (EMBs) and other stakeholders in preparing for these critical events have requested the support of UNDP to provide technical support to the preparation and execution of the referendum.

To these ends, the Democratic Empowerment Project (DEP) is a four year (2013-2016) UNDP, UN One Fund and other donor-funded project with the overall aim of contributing to Tanzania's UNDAP's Outcome 7: i.e. 'key institutions of democracy, (i.e. EMBs, etc.) effectively implement their election and political functions'. UN Women and UNESCO are implementing partners in a One UN Country Team context.

Duties and Responsibilities

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

• Full compliance of administrative activities with UNDP rules, regulations, policies and strategies.
• Provision of inputs to the mapping and implementation of internal standard operating procedures (SOPs) for the project's administrative business processes.
• Preparation of administrative team results-oriented workplans.

Ensure s efficient administrative support , focusing on achievement of the following results

• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of requisitions and POs for travel and other administrative expenses.
• Organization of initial stages of procurement processes.
• Supporting organization of workshops, conferences, retreats.
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Supervision of office cleaning services.
• Coordination of project transportation, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Responsible for daily assets management in the project, timely preparation and submission of periodic inventory reports. Immediate reporting of loss or damage of assets to project management.
• Coordination of the provision of reliable and quality office supplies; stock control, re-ordering, secure storage of supplies.

Provides support for effective administrative and financial control in the office, focusing on:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas.
• Proper control of supporting documents of funds and activities.
• Provision of information for project audit.
• Timely follow up with CO on payments due to suppliers.

Coordinates implementation of Registry & Receptionist functions, supervises Receptionist, focusing on achievement of the following results:

• Provision of efficient general reception and information services; supports control access to the project office.
• Provision of reliable registry services. Establishes and maintains a centralized filing system/archive for the project, and inducts staff in its usage.

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

• Training of staff on the administrative procedures
• Briefing/debriefing of staff members on issues relating to area of work

Any other duties assigned by the Supervisor as required.

Competencies

· Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

· Experience in handling web-based management systems, ideally ATLAS/PeopleSoft.

Required Skills and Experience

· Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable.

· 5 years of relevant experience in administration or programme support service, ideally some with a UN agency.

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