Summary
Date Posted: Wednesday, July 19 2023, Base Salary: Not Disclosed

JOB DETAILS:
Details
Mission and objectives
• The UN Resident Coordinator system encompasses all organizations of the United Nations system dealing with operational activities for development, regardless of their formal presence in the country. The RC system aims to bring together the different UN agencies to improve the efficiency and effectiveness of operational activities at the country level. The UN Resident Coordinator’s Office (RCO) facilitates and coordinates the work towards achieving agreed UN Country Team results. This includes UN inter-agency coordination and performance management under the UN Sustainable Development Partnership Framework and joint programmes and supporting common UN platforms for policy analysis, monitoring and evaluation, knowledge management, communication and advocacy. The RCO also supports UN engagement on the national aid effectiveness agenda and promotes UN system wide collaboration with relevant state, non-state actors, and cooperating partners.

Context
• This assignment is part of RCO’s coordination and representational activities. The overall objective of this engagement is to provide administrative support to the Resident Coordination Office (RCO) in Zambia. As part of the 2030 Agenda and the Sustainable Development Goals (SDGs), the UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.

Task description
Under the direct supervision of the RCO Team Leader, the Administrative Assistant will perform the following tasks: General Administration:
• Assist to draft routine correspondence to respond to enquiries in respect to relevant administrative and operational matters;
• Support the ongoing drafting of standard operating procedures (SOPs) for various administrative procedures of the RCO: Staff guidelines, UN Agencies, and contractors/vendors engagement internally/externally;
• Assist to monitor payments to vendors and individual contractors for services through provision of required documentation to support processing in Umoja;
• Assist to follow up on requests made to UNDP and/or UNON, operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; support in organizing and coordinating seminars, conferences and translations. Contract Administration/Procurement:
• Provide support with collection of required documentation for operational and administrative process compliance to guidelines in relation to finance, procurement, travel and all administrative activities by following standard procedures;
• Assist to maintain internal files and relevant documentation for procurement activities;
• Contribute to inventory record monitoring and management for stationery and all office consumables;
• Assist to inspect and receipt goods/services received against purchase orders, invoices provided by the contractor and perform asset management activities;
• Report satisfactory receipt of goods and services for payment process initiation;
• Support reviews and preparation of requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders/ team members. Budget and Finance:
• Assist in the preparation and review of financial proposals/requirements;
• Support in the consolidation of the budget/work programme with respect to RCO budget and or any project under RCO;
• Create and manage functional records and archiving systems to support reference and audit queries;
• Contribute to the enhancement of the operations of the RCO.
• Perform any other related tasks may be required or assigned by the supervisor.

Requirements
Required experience
0 years of experience in Administration, Operations, procurement and/or Finance functions;
• Planning and organizing skills;
• Good communication skills.
Area(s) of expertise
Administration

Driving license
–
Languages
English, Level: Fluent, Desirable

Required education level
Bachelor degree or equivalent in Administration, Finance, Business Administration, Development Studies or related fields.

Competencies and values
• Ethics and Values
• Integrity
• Knowledge Sharing
• Respect for Diversity
• Technological Awareness
• Working in Teams

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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