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Office Assistant

Singapore (Singapore)

  • Organization: UNDP - United Nations Development Programme
  • Location: Singapore (Singapore)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-12-13

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Background

Under the overall guidance and supervision of the Director (Global Centre for Technology, Innovation and Sustainable Development), the Office Assistant provides ongoing project and administrative assistance and support to the Global Centre and the Global Anti-Corruption Initiative, performing a variety of standard administrative processes ensuring high quality and accuracy of work. 
 
The Global Centre for Technology, Innovation and Sustainable Development (GCTISD) was announced as a new initiative in late 2018 between the Government of Singapore and UNDP, supported by government partners including the Ministry of Foreign Affairs (MFA), the Ministry of Environment and Water Resources (MEWR), the Singapore Food Agency (SFA), the Public Service Division (PSD) and the Economic Development Board (EDB).
 
The aim of the new Centre is to leverage the thriving technology and innovation ecosystems in Singapore to help the developing world achieve the Sustainable Development Goals. The Centre catalyses new insights, partnerships and action on the ground by working closely with UNDP offices around the globe. Above all, we want to make a difference in the development journeys of our partners – Governments and development partners who are working towards achieving the Sustainable Development Goals (SDGs).
 
The Anti-Corruption for Peaceful and Inclusive Societies (ACPIS) global project aims to bring together UNDP’s global knowledge, advocacy and partnerships to contribute to strengthening national capacities to integrate anti-corruption measures into development processes and to enhance integrity in service delivery with the aim to contribute to the implementation of the SDGs agenda, in particular Goal 16 (Targets 16.5 and 16.6) on “Building Peaceful and Inclusive Societies” and the links between these targets and other SDGs. 
 
The Office Assistant works in collaboration with UNDP staff in the CO and Headquarters, government officials, technical advisers and consultants to ensure efficient flow of information and ensure consistent services delivery.
 

Duties and Responsibilities

1. Ensures provision of effective support to management of the Centre, focusing on achievement of the following results:
  • 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.
2. Ensures effective administrative and logistical services, focusing on achievement of the following results:
  • 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.
3.  Provides support to office maintenance and assets management, focusing on achievement of the following results:
  • 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.
4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
  • 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.

 

Competencies

Corporate Competencies:
  • 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
Functional Competencies:
 
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.
Self-Management
  • 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.
 

Required Skills and Experience

Education:
Secondary education. BA /BSc degree in Business Administration, Bachelor of Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields would be desirable but it is not a requirement.
 
Experience:
  • 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. 
Language Requirements:
Fluency in English
 

Disclaimer

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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