Administrative Assistant

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);

• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
• Tagging all furniture/equipment upon receipt from the supplier.  Update of non-expendable property inventory record and track movement of furniture piece;
• Entry in ATLAS of all the requisite asset management information; 
• “Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles; 
• Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS;
• Support to the management on physical assets disposal.   Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.  
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property; 
• Preparation of inventory reports as required;
• 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;

• Provides support to DRR-Operations in the absences of the Administration Associate;
• Audit focal point for the Operations unit;
• Ensure adequate management of the fleet by 

• Prepare maintenance schedule for each vehicle and see through that maintenance has been completed and appropriately recorded. Ensure vehicles are reliable and MOSS Compliant and that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
• Ensure assigned drivers conduct proper day-to-day maintenance of the vehicles by reporting minor and major repairs on time; checking tires, brakes; maintaining clean vehicles, entry of cost of repairs and maintenance and service and ensure no deviation of performance of vehicles, checking and verification of daily vehicle log books, issuing of fuel cards entry of the average monthly fuel consumption, prepare the monthly fuel consumption report for the fleet for the payment of Fuel supplier invoice etc. 
• Ensure availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts are available in each vehicle. Preparation of vehicle records on receipt of new vehicles (GA 135);
• Manage assignment of drivers and propose a planning for annual leave for the CO drivers and those in the CO driver pool. Under the supervision of the Administrative Associate, make necessary arrangements to ensure transport is provided during the leave of the members of the team in order to maintain continuity and a smooth running of the services provided by transportation unit;

• Training of staff engaged in the conduct of physical inventory;
• Briefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice;

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing;

• Understands the main processes and methods of work regarding to the position (asset management);
• Possesses basic knowledge of organizational policies and procedures related to the asset management and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;

• Demonstrates ability to identify problems and proposes solutions; 
• Documents processes to support change initiatives; 

• Uses information/databases/other management systems;
• Makes recommendations related to work procedures and implementation of management systems;

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly;

• Prepares timely inputs to reports;
• Maintains databases;

• 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;

• Completion of Secondary Education; University Degree in the Social Sciences, Business or Public Administration desirable, but is not a requirement; 

• 5 years of relevant experience in administration support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems;
• Experience with ERP systems, preferably PeopleSoft, desirable;
• Knowledge of IPSAS and/or IFRS desirable;

Language Requirements:

• Fluency in the UN and national language of the duty station.

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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