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Administrative Associate (Event Management) - ALD

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
UNDP - Inter-Agency Unit
Posted On:
19 March, 2008
Last Date to apply:
03 April, 2008
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.


II. Organizational Context
Under the guidance and supervision of the IAS Manager, the Administrative Assistant – Event Management provides support to office operations performing a variety of administrative processes such as managing workshops, liaising with hotels. 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.
III. Functions / Key Results Expected
Summary of Key Functions: 
  • Implementation of operational strategies
  • Support to administrative and logistical services
  • Support to management of event materials
  • Support to effective financial control
  • Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
q          Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
q          Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
q          Provision of inputs to preparation of Inter agency team results-oriented workplans.
2. Ensures effective administrative and logistical support, focusing on achievement of the following results:
q          Coordination of hotel arrangements.
q          Organization of procurement processes with regards to Events including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
q          Assist in the organization of workshops, conferences, retreats
q          Assist in the coordination of DSA, travel agencies.
q          Support with travel desk streamlined procedures with regards to hotel bookings.
q          Coordination of transportation services for events and out-of town travelers.
q          Collect data and prepare reports on hotels, events, event expenditures
3.   Provides support to management of event materials, focusing on achievement of the following result:
q          Coordination of availability of Event Materials, timely preparation and submission of periodic event material stock reports.
q          Coordination of the provision of reliable and quality office supplies fro events.
q          Coordination with Service Providing Vendors.
4. .   Provides support for effective administrative and financial control related to events and hotel bookings, focusing on achievement of the following results:
q          Maintenance of administrative control records such as commitments and expenditures.
q          Confirmation of availability of funds prior to review by supervisor
q          Proper control of supporting documents of funds and activities.
q          Provision of the information for the audit.
5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
q          Participation in the training for the operations/projects staff on administration.
q          Sound contributions to knowledge networks and communities of practice.
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.
V. Competencies and Critical Success Factors
Corporate Competencies:
q       Demonstrates commitment to UNDP’s mission, vision and values
q       Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
q       Shares knowledge and experience
q       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
q       Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
q       Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
q       Ability to perform work of confidential nature and handle a large volume of work
q       Good knowledge of administrative rules and regulations
q       Strong IT skills, knowledge of Atlas
q       Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
q       Focuses on result for the client and responds positively to feedback
q       Consistently approaches work with energy and a positive, constructive attitude
q       Remains calm, in control and good humored even under pressure

Must Degree Degree Level Country Description
 Secondary EducationMatriculation / O levels Secondary education. Certification in administration desirable.