Common Back Office - Administrative Associate

Job Identification 18547 Locations

Ha Noi, Viet Nam

Posting Date 05/29/2024, 05:53 AM Apply Before 06/12/2024, 10:59 PM Job Schedule Full time Agency UNDP Grade G7 Vacancy Type Fixed Term Practice Area Management Bureau Regional Bureau for Asia and the Pacific Contract Duration 1 Year with Possibility for extension Education & Work Experience Bachelors Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience Required Languages English and Vietnamese Vacancy Timeline 2 Weeks Mobility required/no mobility no mobility required
Background Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).

The Green One United Nations House (GOUNH) in Hanoi is housing 16 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system. The CBO Administrative Associate is a member of the CBO team and under the direct supervision of the CBO Manager, will play an important role in managing administrative and finance aspects of the CBO operations thus impacting the quality of services to CBO users and the ability of the United Nations in Vietnam in its endeavour to be flexible, nimble and effective.

Under the overall guidance and direct supervision of the Green One United Nations House (GOUNH) Common Back Office Manager (CBOM), the CBO Administrative Associate assists in the overall management of the GOUNH, administers and executes processes and transactions ensuring high quality and accuracy of work. The CBO Administrative Associate promotes a client, quality and results-oriented approach. The CBO Administrative Associate works in close collaboration with the members of the CBO Management team, the OMT and relevant UN staff in the GOUNH to exchange information and ensure consistent service delivery.

UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities:

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 site.

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 clients 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.

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UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
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