UNITED NATIONS DEVELOPMENT PROGRAMME

JOB DESCRIPTION

I. Position Information

Job code title:                       Administrative Assistant

Grade:                                     ICS 5

Position No:                             00004506

Supervisor:                             Operations Manager/Assistant Resident Representative                                                            (Operations)  ARR (O)

Under the guidance and supervision of the Operations Manager/Assistant Resident Representative (Operations), the Administrative Assistant provides support to office operations performing a variety of standard administrative services ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit (Assistant Resident Representative (Operations)’s office/operations unit/ administrative unit)
• Support to administrative, procurement  and logistical services
• Support to services maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensures 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).

•  Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the unit (Operations Manger/Assistant Resident Representative’s (Operations) office/operations unit/ administrative unit), focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

• Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.

• Translation of simple correspondences, when needed.

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

• Performance of a Buyer role in Atlas and preparation of Vendor List..

• Support to organization of procurement processes including preparation of RFQs, ITBs receipt of quotations, bids or proposals,

• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings.

• Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas..

• Administrative support to conferences, workshops, retreats.

• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services activities.

• Arrangement of vehicle transportation.

• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by unit/staff and keeping a log of distribution.

• Maintenance of the filing system ensuring safekeeping of confidential materials.

• Extraction of data from various sources.

• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

• Assistance in the provision of information for audit management

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

• Assets management, maintenance of records on assets management, physical check of assets, data input for correction/updating.

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

• Participation in the training for the operations/projects staff on administration.

• Maintenance of files and records relevant to Office maintenance.

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback

• Consistently approaches work with energy and a positive, constructive attitude

• Remains calm, in control and good humored even under pressure

VI. Recruitment Qualifications

Education:

• Secondary education. Certification in administration desirable.

• UNDP Procurement Certification- recommended.
   

Experience:

3 to 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Only short listed candidates will be responded to. Salary negotiable and commensurate with work experience and qualifications.

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