Administrative Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is a prominent organization within the UN Development System, dedicated to sustainable development. Established to integrate collective action towards achieving the Sustainable Development Goals (SDGs), UNDP operates through a network of regional and country offices, leveraging local knowledge and global perspectives. The organization is recognized for its commitment to promoting sustainable business practices, particularly through the UN Guiding Principles on Business and Human Rights, which serve as a normative framework for reducing adverse impacts of business on human rights. UNDP's Global Policy Network (GPN) supports its mission by providing technical expertise across various domains, ensuring that its strategic initiatives are effectively implemented across different contexts.

Job Overview:
The Administrative Associate position is integral to the UNDP SEEDS2 Programme, which supports the National Election Board of Ethiopia (NEBE) in conducting credible and inclusive elections. The role involves providing comprehensive administrative support to ensure the smooth operation of the project. This includes managing logistics, organizing meetings, and facilitating communication among stakeholders. The Administrative Associate will play a crucial role in enhancing NEBE's capacity to conduct elections by supporting various administrative functions, thereby contributing to the overall goal of strengthening democratic processes in Ethiopia. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently, ensuring that all project-related activities are executed effectively and in alignment with UNDP's objectives.

Duties and Responsibilities:
The Administrative Associate will be responsible for a wide range of administrative tasks, including but not limited to: providing support for the organization of conferences, workshops, and training sessions; arranging travel and accommodation for project staff and consultants; collecting and disseminating information to relevant partners; compiling data for budget reports and monitoring project expenditures; supporting procurement processes in collaboration with the UNDP country office; maintaining vendor profiles and assisting in supplier evaluations; drafting routine correspondence; serving as the project asset focal point and preparing inventory reports; providing finance-related support in collaboration with the Project's Finance Officer; filing project-related documents; organizing project board meetings and taking minutes; supporting knowledge management initiatives; and performing any other duties as assigned by the Chief Technical Adviser.

Required Qualifications:
Candidates for the Administrative Associate position should possess strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in administrative tasks, including document management, communication, and logistical coordination, is essential. The role requires a proactive attitude and the ability to adapt to changing circumstances while maintaining a focus on project objectives. Familiarity with UNDP's operational procedures and policies is advantageous, as is experience in a similar administrative role within an international organization or development context.

Educational Background:
A minimum of a bachelor's degree in business administration, public administration, or a related field is required for the Administrative Associate position. Additional certifications or training in project management, procurement, or administrative support will be considered an asset. Candidates should demonstrate a solid understanding of administrative processes and practices, particularly in the context of international development and governance.

Experience:
The ideal candidate should have at least 2-3 years of relevant experience in administrative support, preferably within an international organization or development agency. Experience in project management, procurement, and logistics coordination is highly desirable. Familiarity with the electoral process and governance issues in Ethiopia will be an advantage, as will experience working with diverse stakeholders in a multicultural environment.

Languages:
Fluency in English is mandatory for this position, as it is the working language of UNDP. Knowledge of Amharic or other local languages is considered a strong asset, as it will facilitate communication with local partners and stakeholders. Proficiency in additional languages may also be beneficial, depending on the specific needs of the project.

Additional Notes:
This position is a national UN Volunteer assignment, which means that the selected candidate will be responsible for arranging their own housing and living essentials. The role is based in Addis Ababa, the capital of Ethiopia, which has a vibrant expatriate community and numerous diplomatic missions. The living conditions in Addis Ababa are generally favorable, but candidates should be prepared for varying temperatures and may need to arrange for heating during colder nights. National UN Volunteers are covered under a malicious insurance plan, and further details regarding entitlements and conditions of service can be found on the UNV website.