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.
Functions / Key Results Expected
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 Inter agency team results-oriented workplans.
2. Ensures effective administrative and logistical support, focusing on achievement of the following results:
Coordination of hotel arrangements.
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.
Assist in the organization of workshops, conferences, retreats
Assist in the coordination of DSA, travel agencies.
Support with travel desk streamlined procedures with regards to hotel bookings.
Coordination of transportation services for events and out-of town travelers.
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:
Coordination of availability of Event Materials, timely preparation and submission of periodic event material stock reports.
Coordination of the provision of reliable and quality office supplies for events.
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:
Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.
5. 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.
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.
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
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