Administrative Assistant

Under the overall guidance of Operations Manager and daily supervision of Administrative Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes 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 CO staff and projects personnel 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 Operations 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 Operations 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
• Support to organization of procurement processes for UNDP projects including organization of receipt, opening and results recording of submitted quotations, bids or proposals in line with UNDP procurement rules and procedures.

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

• Organization, preparation of documents for UNDP shipments (sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Performance of a Travel Processor/Buyer role in Atlas and preparation of POs for travel activities;
• Arrangements of travel 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:

• 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.

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.

Functional Competencies:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Education:

• Secondary education.  
• Certification in administrative works/skills desirable.
• Bachelor degree in Business Administration, Economics, Finance, Management, Logistics, or other relevant  field  will be an asset

Experience:

• At least 5 years of relevant administrative experience or experience in programme/project support service.
• 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 English and Russian;
• Knowledge of Kyrgyz is an asset.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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