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Administrative Assistant - Individual Contract (IC)

Riyadh

  • Organization: UNDP - United Nations Development Programme
  • Location: Riyadh
  • Grade: Consultancy - International Consultant - Internationally recruited Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Background

Under the guidance and supervision of the Procurement Officer, the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. 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 ensure consistent service delivery.

Duties and Responsibilities

Functions / Key Results Expected;

  1. Provision of administrative and logistical support
  2. Provision of support to office maintenance and assets management
  3. Provision of support to finance 
  • 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
  • Provides administrative and logistical support, focusing on achievement of the following results:

    • Arrangement of travel and hotel reservations, preparation of travel authorizations.
    • Administrative support to organization of conferences, workshops, retreats.
    • Collection of information for DSA, travel agencies and other administrative surveys.
    • Extracting, inputting, copying and filing data from various sources.
    • Maintenance of files in Administrative and Procurement Units
    • Coordination of transportation services, regular vehicle maintenance and insurance.
    • Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
    • Provide inputs to procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
    • Supervision of cleaning, HVAC and maintenance services and any other service providers.
    • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Provides support to office maintenance and assets management, finance focusing on achievement of the following results:?
    • Collection of information on assets management, maintenance of records and files on assets management.
    • Maintenance of files and records relevant to office maintenance. 
  • Provides support to finance in the CO, focusing on achievement of the following results:
    • Quality check of vouchers in terms of accuracy and documentation.

Competencies

  • Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities

Required Skills and Experience

  • Education
    • Degree in Business Administration, Management, Finance or related field.  
  • Experience
    • 2 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems
  • Language Requirements:
    • Fluency in Arabic and English.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
This vacancy is now closed.
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