The
United Nations House
in Maseru - Lesotho |
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Contact UNDP Lesotho Newsroom |
For more Inquiries
Phone: (+266) 22 313 790
E-mail:
mpho.sesoane@undp.org
Fax: (+266) 22 310 042 |
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ADMINISTRATIVE
ASSISTANT |
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UNDP is the UN’s global development network, advocating for change
and connecting countries to knowledge, experience and resources to
help people build a better life. We are on the ground in 166
countries, working with them on their own solutions to global and
national development challenges.
Are you
interested to join a highly motivated and dynamic environment? Do
you have the ability required to be part of the country office’s
team? We seek a responsible, well spoken, dependable and highly
organized individual with a professional approach to their work for
the position of:
ADMINISTRATIVE ASSISTANT
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UNITED
NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION
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I.
Position Information
Job code
title:
Administrative Assistant
Grade:
ICS 5
Position No:
00004506
Supervisor: Operations
Manager/Assistant Resident Representative
(Operations) ARR (O) |
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II. Organizational Context
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.
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III. Functions / Key Results
Expected
Summary of Key Functions:
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Implementation of operational strategies
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Support to
effective and efficient functioning of the unit (Assistant
Resident Representative (Operations)’s office/operations unit/
administrative unit)
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Support to
administrative, procurement and logistical services
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Support to
services maintenance and assets management
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Support to
knowledge building and knowledge sharing
1.
Ensures
implementation of operational strategies, focusing on
achievement of the following results:
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Full
compliance of administrative activities with UN/UNDP rules,
regulations, policies and strategies.
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Provision
of inputs to the CO administrative business processes mapping
and implementation of the internal standard operating
procedures (SOPs).
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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:
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Contacts with
visitors and staff, arrangement of appointments and meetings,
acting as an interpreter when required and/or taking minutes.
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Compilation
and preparation of briefing and presentation materials,
background information and documentation for meetings and
missions.
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Translation
of simple correspondences, when needed.
3. Ensures
effective administrative and logistical support, focusing on
achievement of the following results:
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Performance
of a Buyer role in Atlas and preparation of Vendor List..
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Support to
organization of procurement processes including preparation of
RFQs, ITBs receipt of quotations, bids or proposals,
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Maintenance
of the supervisor’s calendar, contacts with high-ranking
visitors, arrangement of appointments and meetings.
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Coordination
of travel arrangements and hotel reservations, preparation of
travel authorizations, processing requests for visas..
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Administrative support to conferences, workshops, retreats.
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Collection of
information for DSA, travel agencies and other administrative
surveys, support to organization of common services
activities.
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Arrangement
of vehicle transportation.
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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.
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Maintenance
of the filing system ensuring safekeeping of confidential
materials.
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Extraction of
data from various sources.
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Follow up on
deadlines, commitments made, actions taken and coordination of
collection and submission of the reports to head of unit.
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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:
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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:
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IV. Impact of Results
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.
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V. Competencies and Critical Success Factors
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
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Leadership and Self-Management
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Focuses
on result for the client and responds positively to feedback
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Consistently approaches work with energy and a positive,
constructive attitude
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Remains
calm, in control and good humored even under pressure
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VI.
Recruitment Qualifications
Education:
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. |
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Language
Requirements: Fluency in English and Sesotho |
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CONTACT DETAILS
Applications, complete with CV and certified copies of
educational certificates, should reach UNDP not later than 13.00
hrs, Friday, 31st August, 2007 addressed to:
The Resident
Representative
United
Nations Development Programme
3rd Floor UN
House
P.O. Box 301
MASERU
Alternatively applications can be e-mailed to:
jobfair2.ls.leonceh@undp.org
Job
Descriptions can be also be viewed on the UNDP Notice Board on
the third Floor of UN House.
Only short
listed candidates will be responded to. Salary negotiable and
commensurate with work experience and qualifications. |
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