Job Description

Purpose of consultancy:

The Administrative Associate delivers quality services in HR, administration and procurement to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects. S/he supervises clerical and support staff.

Scope of work: (Description of services, activities, or outputs)

• Adapts processes and procedures, anticipates and manages operational requirements of programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other programme and project-related events to facilitate programme/ project delivery.
• Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency and respond to audit issues.
• Manages recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contractual modalities, coordinates the performance appraisal process and advises on performance issues.
• Implements corporate systems and applications in support of finance and human resource management and country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff.
• Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to- date inventory and records.
• Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.
• Participate in inter agencies activities and works as focal person at the HR working group and provide relevant input for the Tanzania BOS and CBO.
• Answer a range of complex queries, supporting resolution of various daily issues in order to facilitate the maintenance of the right contacts and support partnerships and activities with Ministry of Foreign Affairs, Department of Immigration and various vendors in the area of responsibility.
• Supervise and guide a team of staff, acting as a point of referral for them and support them in carrying out their responsibilities, to ensure individual and team objectives are met in compliance with the relevant regulations, policies and procedures, and performance plans.Duration and working schedule: 1 April 2024 to 27 Sept 2024

Place where services are to be delivered:  Dar Es Salaam

Monitoring and progress control, including reporting requirements, periodicity format, and deadline:  At the end of the contract, the consultant will be assessed.

Supervisory arrangements: He/She will be under the direct supervision of the International Operations Manager

Expected travel: When the need arises it will be scheduled then

Required expertise, qualifications, and competencies, including language requirements:

Education: Completed Secondary Level Education required. First-level university degree desirable.

Knowledge and Experience:     

• Seven years of relevant experience in administration, finance, or office management.
• Proficiency in current office software applications and corporate IT systems.
• Good knowledge of Quantum, especially Asset management, and recruitment (including UNall)
• Good knowledge of Power Bi report (HR)
• Relevant experience in data analytics and reporting is required.
• Strong communication and relationship management skills
• Relevant experience in the development and delivery of learning, capacity building, and transfer of knowledge is required.
• Results and client-oriented approach to work
• Ability to operate autonomously with limited supervision.

Required Competencies:

Core Competencies:

• Values guiding principles
• Developing people
• Building and Managing relationships
• Personal Leadership and Effectiveness

Functional Competencies:

• Business acumen – Applies the results of analysis and sound business judgment to make timely decisions by analysing the environment, and identifying issues, opportunities, and risk factors. Actively keeps up-to-date with best business practices and provides quality control over projections.
• Implementing management systems – Leads implementation of corporate management systems and designs appropriate systems and applications in support of UNFPA’s programme and administrative operations by researching best practices, refining and enhancing existing systems and identifying and recommending remedial measures to address problems.
• Client orientation – Contributes to positive outcomes for the client, anticipating and addressing his/her needs and concerns. Uses discretion and flexibility in interpreting rules to meet client needs and seeks feedback on service provision. Creates an enabling environment for a smooth relationship between client and service provider.