Administrative Associate

Background

Globally there has been a rising risk of Violent Extremism (VE), which has a direct negative impact on peace, security and sustainable development. In 2016 the UN Secretary General presented a Plan of Action to Prevent Violent Extremism to the UN General Assembly that provides a framework to tackle violent extremism through preventive measures addressing the drivers. The Plan calls for national and regional Prevention of Violent Extremism (PVE) action plans and encourages member states to align their development policies with the Sustainable Development Goals, many of which are critical to addressing global drivers of violent extremism and enhancing community resilience. In particular, Goal 16 on the promotion of peaceful and inclusive societies for sustainable development.

In support of this developmental approach, there is a three-year UNDP-led project, 'Preventing and Responding to Violent Extremism in Tanzania', whose main objective is to support a preventive and developmental national effort for preventing and responding to violent extremism. The main counterpart of the project is the National Counter Terrorism Centre (NCTC), which is responsible for coordination on PVE work in Tanzania, as well as preparation of the envisaged National Strategy and Action Plan. The project will also involve relevant Government line Ministries, the Revolutionary Government of Zanzibar, the Tanzania Police Force, faith based organizations, civil society organizations and other UN agencies.

• The indicative outputs of the project are:
• National policy framework and intervention capacities strengthened to address the phenomenon of violent extremism
• Improved interaction between security providers and local population in target areas
• Increased livelihood opportunities for 'at risk' youth in target areas
• Responsible, quality and conflict sensitive news reporting supported, and public awareness and dialogue around violent extremism promoted
• Community resilience to violent extremism strengthened
• Understanding of violent extremism in Tanzania improved, better managed, and applied to prevention and response efforts
• Gender and women's active participation across all efforts to prevent and respond to extreme violence promoted in Tanzania.

• The project is divided into two phases: a first phase focused on research, support to the inclusive preparation of a National Strategy and Action Plan, and the implementation of pilot projects in Zanzibar, Mwanza, Tanga, Pwani, Lindi and Mtwara. The second phase is dedicated to support implementation of the National Strategy and Action Plan once approved and adopted by relevant authorities.

  Duties and Responsibilities Function/Key Results Expected

  • Implementation of operational strategies;
  • Efficient administrative support;
  • Support to proper supply and assets management;
  • Support to effective administrative control; and
  • Coordinates implementation of receptionist functions.

  Under the overall supervision of the National Project Coordinator the Administrative Associate will have the following 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.

  Ensures efficient administrative support, focusing on achievement of the following results:

  • Coordination of travel arrangements;
  • 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 on office space and other administrative matters;
  • ajiraCoordination 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;

  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 control in the office, focusing on:

  • Maintenance of administrative control records;
  • Proper control of supporting documents of funds and activities;
  • Timely follow up with CO on payments due to suppliers;
  • Training of staff on the administrative procedures

  Coordinates implementation of receptionist functions, focusing on achievement of the following results:

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

  Impact of Results

  Ensuring effective administrative support to the implementation of the project.

  Competencies

  Corporate Competencies:

  • Demonstrates integrity by modelling the UN's values and ethical standards
  • Promotes the vision, mission, and strategic goals of the project;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly and without favouritism;
  • Ability to lead strategic planning, results-based management and reporting
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
  • Promotes a learning environment; facilitates the development of individual and team competencies.

  Knowledge Management and Learning:

  • Shares knowledge and experience and actively works towards continuing personal learning and development;
  • Promotes knowledge management in UNDP and a learning environment in the office.

  Required Skills and Experience

  Education

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

  Experience

  • 5 years of relevant experience in administration or programme support service, ideally some with a UN agency;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling web-based management systems, ideally ATLAS/PeopleSoft.

  Language Requirements

  • Fluent written and spoken English and Kiswahili essential.

  Languages - Essential: English

  Languages - Desirable: Swahili