Office Assistant

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Support to the Centre’s administrative business processes mapping and elaboration of  the internal standard operating procedures (SOPs).
• Maintenance of the supervisor’s calendar, contacts with visitors, arrangement of appointments and meetings;
• Management of supervisor’s missions and schedule;
• Coordination of meetings and assist in minutes taking and circulation as required
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports;
• Screening of all incoming calls and correspondence;
• Maintenance of contacts database;
• Assist in drafting inputs for the Centre’s reports.

• Contacts with visitors and project personnel, arrangement of appointments and meetings;
• Maintenance of records/documents/files relating to the Centre in a user-friendly manner; 
• Be responsible for assigned correspondence and other admin tasks including creating e-requisitions;
• 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;
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required;
• Assist in coordinating of the planned events of the Centre; 
• Arrangement of vehicle transportation;
• Assistance in proper control of supporting documents for payments and financial reports;
• Preparation and submission of documents and follow-up for tax refund;
• Support to organization and documentation of procurement process
• Proper receipting of goods and services; 
• Preparation of routine correspondence, faxes, memorandum and reports to partners;
• Extracting, inputting, copying and filing data from various sources as required;
• Maintain a proper filing system for financial records ensuring safekeeping of confidential materials;
• Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events;
• 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;  
• Extraction of data from various sources;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports;
• Assistance in the preparation of budget, provision of information for audit.

• Maintenance of records on assets management;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services.

• OfficeAssist in ensuring completion of mandatory courses by staff;
• Participation in the training for the operations/programme staff ;
• Sound contributions to knowledge networks and communities of practice.

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• 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. 
• Informed and transparent decision making

• 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.

• 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.

• 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.

• Min five (5) years (with Secondary education), or, min three (3) years (with Bachelor Degree) 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.  Knowledge of Peoplesoft ERP is an advantage. 

Important applicant information

All posts in the SC 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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