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 has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations make us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely Procurement, Finance, ICT and Digital Services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning.

The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.

Duties and Responsibilities

Under the overall guidance and daily supervision of Operations Manager, Administrative Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff, other UN Agencies staff, and Government officials ensuring successful Country Office (CO) performance in Administration and Common Services.

1. Support the implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Support to the preparation of administrative team results-oriented workplans;
Support timely case submission to GSSC as needed and proactively follow up for timely case completion;
Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.

2. Support the effective and efficient functioning of the unit (operations unit/ administrative unit), focusing on achievement of the following results:

Contacts with visitors and staff/personnel, arrangement of appointments and meetings, acting 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;
Support of facilitate translation of simple correspondences, when needed.

3. Ensure effective administrative and logistical support, focusing on achievement of the following results:

Organization, preparation of documents for UNDP shipments (sent), preparation of all necessary documentation, implementation of follow-up actions;
Performance of a Travel Processor in the ERP and preparation of POs for travel activities;
Arrangement of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, and retreats;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
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;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

4. Provide support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

5. Support knowledge building, knowledge sharing and capacity building relevant to the assigned project.

Participate in training and organize briefings on internal procedures for the project personnel. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

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

Institutional Arrangement:

Core competencies:

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies:

Business Management - Operations Management

Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way.
Knowledge of relevant concepts and mechanisms.

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

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 - Assets management

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E;
Maintain Asset Management Module in ERP, Asset Dashboard;
Develop supporting tools for assets certification and further enhancements for AM module;
Design and run training programs, etc. on assets management and assets recording; run AP- AM interface;
Perform AP-AM-GL reconciliation;
Perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration & Operations - Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Administration & Operations - Management of shipments

Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation.

Administration & Operations - Events management (incl retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

Secondary Education is required. Or
A university degree (Bachelor’s degree) in Business Administration, Economics, Finance, Accounting, Management or related field will be given due consideration, but it is not a requirement.

Experience:

Minimum of six (6) years (with secondary education) or three (3) years (with bachelor’s degree) of experience in operations, administrative work, accounting/finance, logistics /procurement, or other related area is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems (ERP) is required.
Experience in coordinating complex events/meetings with various internal and external participants is an asset.
Practical experience in small scale procurement is an asset.
Experience in office maintenance and assets management is desired.
Proven experience in travel management is an asset.
Experience in international organizations or within the United Nations system is desirable.

Required Language(s) (at working level):

Fluency in English and Russian is required.
Working knowledge of Kyrgyz is an asset.

Professional Certificates:

Professional Certification in Procurement, Accounting and/or Travel Management is an asset, but not 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

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

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UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority.

Administrative Associate, Bishkek