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Administrative Assistants - 300 series (Multiple positions)

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
04 April, 2007
Last Date to apply:
17 April, 2007
Experience in years
2 to 4

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.


Organizational Context

Under the guidance and supervision of the Operations Manager/Administrative Associate, 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 (DRR’s office/operations unit/ administrative unit)
 Support to administrative and logistical services
 Support to office maintenance and assets management
 Support to knowledge building and knowledge sharing

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.

Ensures effective and efficient functioning of the unit (DRR’s 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, speeches, background information and documentation for meetings and missions.
 Translation of simple correspondences, when needed.

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

 Organization and coordination of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
 Performance of a Buyer role in Atlas and preparation of POs for travel activities.
 Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
 Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
 Administrative support to conferences, workshops, 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.

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

 Assets management, 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

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.
 Sound contributions to knowledge networks and communities of practice.

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
 Shares knowledge and experience
 Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
 Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
 Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
 Ability to perform work of confidential nature and handle a large volume of work
 Good knowledge of administrative rules and regulations
 Strong IT skills, knowledge of Atlas
 Ability to provide input to business processes re-engineering, implementation of new systems

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

Qualified Women are particularly encouraged to apply

Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsSecondary education. University degree will be desirable but not a requirement.