Administrative Associate [Open to Tier 0, 1 & 2 applicants]

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Present in 170 countries and territories, the United Nations Development Programme (UNDP) works to eradicate poverty, reduce inequalities and exclusion, and strengthen resilience so that countries can sustain their development progress. As the United Nations’ leading development agency, UNDP also plays a pivotal convening role in mobilizing and coordinating a wide range of national and international partners around a common agenda: the achievement of the Sustainable Development Goals (SDGs).

In Mali, the implementation of the Country Programme is structured around three strategic programmatic priorities:

• Priority 1: Inclusive Governance and Peace Consolidation.
• Priority 2: Inclusive Growth and Private Sector Development;
• Priority 3: Environmental Sustainability and Resilience to the Adverse Effects of Climate Change.

The successful delivery of these priorities relies on effective management, internal control, and risk management mechanisms designed to ensure the efficient use of resources, compliance with corporate policies and procedures, and the quality and integrity of operational processes. In this context, strengthening internal controls is a critical enabler for promoting transparency, enhancing accountability, and supporting the achievement of the Country Office’s programmatic and operational results.

Duties and Responsibilities

Under the overall guidance and supervision of the, Operations Specialist, the Administrative Associate for Asset Management supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; and administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate may supervise administrative support staff. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.

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

Key Duties and Accountabilities

1.) Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

• Ensure full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies, and that inventory procedures are complied with at all CO units.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2.) Support Assets Management.

• Assist the OM in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
• Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces.
• Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., includes input and conversion of data entered into the system, maintenance of system, and corrective actions taken).

3.) Provide support for effective administrative and financial control in the country office.

• Assist in and provide inputs to the preparation of the unit budget
• Maintain administrative control records such as commitments and expenditures.
• Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Consolidate and prepare summary statements for inclusion in the financial statements.

4) Support knowledge building and sharing in the Country Office

• Train office/project staff and asset management focal points engaged in the conduct of physical inventory.
• Provide 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.

Supervisory/Managerial Responsibilities: May supervise administrative support staff.

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

Cross-Functional & Technical competencies

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 client's upcoming needs and concerns.

Business Management - Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

• Knowledge of relevant concepts and mechanisms

Business Management - Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Administration & Operations - Asset Management

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations - Inventory Management

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

Finance - 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

Required Skills and Experience

Education:

• Secondary education is required
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration and Procurement are desirable

Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage, desirable.

Experience, Knowledge, and Skills:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP, desirable.
• Knowledge of IPSAS and/or IFRS is desirable.

Language Requirements

• Fluency in the UN language (french) of the duty station is required
• Fluency in the national language (Bambara) of the duty station is required for local staff

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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