Administration Associate (Open to all candidates)

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

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org [link removed] or follow at @UNDP

UNDP (United Nation Development Program) is a key development partner of the Government of São Tomé and Principe. The Strategic Plan 2023-2027 of the Country Office focuses on key areas .including democratic governance, peace building, climate change, renewable energies, sustainable management of natural resources and economic growth. This work is already underway and supports the country in accelerating progress towards the Sustainable Development Goals and currently to mitigate the impact of COVID19.

To increase performance and efficiency of UNDP delivery of quality results, the office is divided in two portfolios:

• Portfolio CESA | Economic Growth and Environmental Sustainability
• Portfolio GOVREC | Governance and Capacity Building

Duties and Responsibilities

• Support to the implementation of operational and management strategies
• Support to administrative and logistical services
• Maintenance of the registry system and effective mail management Support to Pouch services Support to knowledge building and knowledge sharing
• Any other task assigned by the Supervisor

1. Ensures implementation of operational and management strategies focusing on achievement of the following results:

• 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.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs Implementation of operational and management strategies).

2. Ensures effectiveadministrative and logistical services, focusing on achievement of the following results:

• Contacts with visitors and project personnel, arrangement of appointments and meetings, prepare rooms for meetings, act as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences/documents from/to Portuguese, French, English and vice versa, when needed.
• Maintenance of records/ documents/ files relating to the project in a user-friendly manner both in paper and sharepoint filing systems 
• Be responsible for assigned correspondence and other admin tasks including creating E-requisitions
• Support to  travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents
• Administrative support to conferences, workshops, retreats
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance
• Assistance in proper control of supporting documents for payments and financial reports
• Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification
• Prepare documents for the Portfolio projects receipting of goods and services 
• Preparation of routine correspondence, faxes, memorandum and reports to partners
• Extracting, inputting, copying and filing data from various sources as required
• Maintain a proper filing system for financial records ensuring safekeeping of confidential materials
• Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
• Extraction of data from various sources.
• Organise agenda and follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Portfolio Manager and other projects managers as requested.
• Assistance in the preparation of document, provision of information for audit purposes.

3.  Provides support to maintenance of the registry system, effective mail management, focusing on achievement of the following results:

• Set up and maintenance of the Office filing system in accordance with the UNDP Global Filing System in case of vacatur,
• Set up and maintenance of the Porfolio filing system in accordance with the UNDP Global Filing System,
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule,
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents,
• Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of  reference and background material from registry files
• Establishment and maintenance of records system of file movements within the Portfolio; maintenance of the office circulation and reading files,
• Preparation of correspondence and reports related to registry activities,
• Receives, screens, logs and routes correspondences, attaches necessary background information and maintains follow-up systems,
• Registers, classifies and routes all incoming correspondence, documents and other material.
• Open new subject files as required and disposes of old file in accordance with established retention schedules.
• Drafts non substantive correspondence on routine matters and ensure follow-up.
• Maintains office records and reference files on various subject.

4. Ensure Cost Recovery on Pouch Operations focusing on achievement of the following results:

• Provision of information for proper prorating and billing of user agencies.

5.   Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/programme staff. 
• Sound contributions to knowledge networks and communities of practice.
• Draft meeting reports and distribute them as requested.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

Institutional Arrangement

Under the overall supervision of the Assistant Resident Representative for Operations, and with the technical guidance of the CESA Portfolio Manager, the Administrative Associate/will support all CESA Portfolio administrative activities within the PMU. The Administrative Associate/will work in close collaboration with the other program and operations staff in the CO to exchange information and ensure consistent services delivery.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-functional and technical skills

Business Management - Working with Evidence and Data:  Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making 

Business Management - Digital Awareness and Literacy:     Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed 

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 – 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 - Documents and records management: Overall document /hard or electronic) management, registry and retention policy including storing and archiving.

Administration & Operations - Event Management: Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

A University Degree (Bachelor’s Degree in Business, financial management,Public Administration or a related fields will be given due consideration but not a requirement 

Experience:

Minimum six (6) years (with Secondary education), or three (3) years (with Bachelor’s Degree of relevant experience in Administration or Programme support service 

Required skills  

• Excellent capacities in the usage of computers and Office Software packages (MS Office at minimum, Graphic skills, etc.).

Desired skills 

• Experience in handling of Web-based management systems would be an asset. 
• Familiarity with IT management
• Experience of working with NGOs or the UN 

Required Language(s)  

• Fluency in written and spoken Portuguese and English is required. 

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 [link removed]

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.