Administrative Associate

Human Resource:

• Ensure transparent recruitment process in relation to local FTA vacancies, SCs hires and contracting of ICs & interns in accordance with the rules
• Maintain complete recruitment & personnel files;
• Coordinate with UNDP/HQ BES on the provision of advice related to staff benefits and entitlements.
• Prepare IC contracts, FTA contracts, SC contracts & internship agreements while ensuring adequate processes & supporting documents in accordance with the rules;
• Act as ex-Officio during interviews for hiring local FTAs and SCs;
• Proper implementation of corporate HR policies and procedures and ensure communication with DHR unit in exceptional cases in coordination with IOM.
• Ensure timely extension of all personnel contracts.
• Ensure all IC contracts/docs are uploaded on the CMT.
• Communicate with programme colleagues about the expiry of IC.
• Ensure proper leave monitoring.
• In coordination with HR analyst, organize and Provide induction and orientation sessions to new personnel.

Vehicle Management:

1. Supervise the drivers’ schedules through the logs and tracker to ensure efficient fleet management and implementation of the daily activities
2. Monitor the vehicle logs through frequent spot checks of the vehicle logs and schedules.
3. In coordination with the IOM and the learning focal point, provide appropriate support to the drivers in pursuing adequate learning opportunities that would build on needed skills to excel their performances and build their capacities;
4. Follow on the implementation of annual maintenance plan for both office vehicles to ensure proper functionality of both vehicles as well as cost effectiveness in using and maintaining office resources;
5. Replenishment of fuel cards while ensuring control of fuel consumption and functionality of office vehicles by ensuring sufficient cash balance at the fuel cards;
6. Renewal of office vehicles insurance (third party liability); 8- Reviewing & approving drivers’ monthly overtime to monitor the allowable threshold and balanced overtime between drivers;

Asset Management:

1- Update RO assets on Altas Asset Management Module to ensure matching records in line with AM policies and procedures;2- Maintain clear AM dashboard by attending to outstanding issues in order to reflect and capture all assets correctly in coordination with HQ asset team;3- Conduct physical verification of assets to comply with the policy and take corrective actions in case of any discrepancies;4- Ensure all custodian forms are completed and filed appropriately on a timely manner.5- Disposal of all obsolete assets on a timely manner according to established policies.

Administration and Protocol:

1. With the support of the Protocol focal point, coordinate with respective authorities on office and staff related matters including but not limited to MoFA ID, residencies, note verbale, national ID issuance, driving licenses, vehicles’ licenses, UN IDs, etc.2. Draft necessary correspondence to different counterparts such as partner UN agencies, government or vendors. 3. Facilitate ad hoc shipping requests. 4. Assist with security and safety measures in coordination with security and COVID-19 focal points.5. Updating Real Estate Management portal “COREM”.

Effective Management:

1. Manage ASRO drivers and janitors on their overall performance to ensure proper and timely actions according to established policies and procedures