NATIONAL POST: Administrative Associate, Bishkek, Kyrgyzstan, LSC-6

Duty Station: Kyrgyzstan, Bishkek

Appointment type: Local Service Contract

Duration: One year renewable (*)

The  Administrative Associate is located in the Country Office (CO), and works under direct supervision of the Operations Manager and overall guidance of the UNFPA Head of Office.

The Administrative Associate will provide  administrative, logistical and operational support to the Country Office maintaining full confidentiality in all aspects of assigned functions under the portfolio, including, maintenance of protocol procedures, information flow, office administration and operations.

S/he will support the CO leadership in efforts required to establish and maintain good working relationships covered under the role with related government officials, UN Agencies, and national partners. The Administrative Associate will also work closely with Programme and Operations staff to ensure all deliverables are produced in a timely manner and in high quality.

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies. 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

The Administrative Associate delivers quality services in  administration, logistics and operations related functions to internal and external clients in compliance with all relevant corporate policies, procedures, financial rules and guidelines. The incumbent takes a client-oriented results-focused approach to providing support to the Country Office team.

• Undertakes administration support functions required to ensure smooth running of the country office;
• Undertakes all functions required for asset management, including inventory tagging, checks and documentation;
• Arranges  appointments and meetings, including organizing the venue both internal and external, paying attention to events involving senior government, UN and partner officials; 
• Support the preparation of meeting agendas, minutes, briefing notes, and background materials, communicating draft minutes to the participants, and receiving feedback for internal and external coordination meetings; 
• Ensures quality and completeness of filing of documents, ensuring quality and proper workflow of documents. This includes managing and maintaining the office’s online filling and archive system, logs outgoing/incoming mails and packages to/from relevant partners, keeping it updated to ensure easy cross-reference and retrieving of the files/records and maintaining cloud document management system; 
• Supports the recruitment of individual consultants, including documentation for issuance of Individual Consultants Contracts as per UNFPA Policy and other relevant policies. In liaison with relevant teams in the office, facilitates timely preparation and submission of supporting documents for Individual Consultants fee payment; 
• Support Operations Manager in the Leave Monitor management for office staff and ensures timely corrective action in the ERP system, if required.

• Assist in coordinating with partners, including government counterparts, civil society organizations, youth networks, and other UN agencies as well as providing oral translation as needed;
• Contributes to the implementation of operational strategies through full compliance of UNFPA rules, regulations and policies; 

• Liaising with relevant Ministry of Foreign Affairs departments and other state entities to obtain relevant clearances, accreditation, and permissions in relation to CO premises and staff;
• Handles travel arrangements, including arrangement of visa, accommodation and transportation; preparation and submission of travel requests and claims with supporting documents for participants (office personnel, workshop participants, etc. - travelers in UN All Travel Module); 
• Supports the review of procurement requests and coordinates procurement procedures (including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, preliminary evaluation) for office and Implementing Partner supported  equipment, supplies and services in a transparent and cost-effective manner. Guided by analysis recommends procurement decisions for implementation of office-related procurement processes
• Creation and managing of suppliers  in corporate ERP; 
• Having designated role (buyer) in UNFPA ERP system - Quantum to process Requisitions and Purchase Orders.

• Monitors effective implementation of common service contracts, reviews and prepares material for common system activities relating to common services and premises, supports the implementation of Efficiency Environmental Strategy, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.

• Assist the Head of the Office and Operations Manager in tasks related to the position to ensure seamless delivery of administrative, logistics, protocol and operational functions in the country office;
• Undertakes any other tasks  as may be assigned by UNFPA management  

Completed secondary level education (high school or equivalent) is required. First level university degree desirable

• Six (6) years of previous relevant experience in secretarial, administrative or financial functions are required.
• Proven experience and track record in successfully managing and implementing financial policies, processes and systems in development organizations or private sector.
• Excellent technical and organizational skills, and ability to sort through financial information with ease;
• Strong interpersonal and organizational skills, including operating under tight schedules;
• Proficiency in current office software applications, web-based management and ERP financial systems is required;
• Good writing and communication skills.
• Working experience with UN organization or other international development organizations is desirable

Fluency in Russian and English is required. Kyrgyz is desirable.

a)       Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate

b)      at least three (3) the most recent professional references of previous supervisors. References may also include peers.

c)       A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

• Managing the organization’s financial resources
• Providing logistical support
• Managing data, documents,correspondence and reports
• Managing information and workflow,
• Planning, organizing and multitasking

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

Selection and engagement of LSC personnel may be subject to background and reference checks, medical clearance and other administrative requirements.