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UNDP - Administrative and Travel Assistant, Operations

Nur-Sultan (Kazakhstan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Nur-Sultan (Kazakhstan)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Development Cooperation and Sustainable Development Goals
    • Transport and Distribution
  • Closing Date: 2021-01-27

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Background

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the direct supervision of the Administrative Associate and overall guidance of the Operations Manager, the Administrative and Travel Assistant provides support to office operations by performing a variety of standard administrative and travel management processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

 
The Administrative & Travel Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agency staff to exchange information and ensure consistent of services delivery.
 

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies
  • Support to administrative and logistical services
  • Support to travel management processes
  • 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.
Supports travel management processes for CO, projects and at the request of other Agencies focusing on achievement of the following results:
  • Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.
  • Support in follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
  • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
  • Arrangements for security clearance when required.
  • Processing travel requests/expenses and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
  • Processing requests for meeting participant’s vendor & travel profile creation/approval
  • Hotel reservations for visiting UN/UNDP officials.
  • Processing requests for visas for all UN travelers, as well as requests for Resident Permit, Individual Identification Number (IIN) and Diplomatic Identification Card for international staff.
  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
  • Reconciliation of settlements to be paid by the Finance Unit.
Ensures effective administrative and logistical support, focusing on achievement of the following results:
  • Performance of a Buyer role in Atlas and preparation of POs if required.
  • 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.
  • Support in collecting 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.
  • Booking of the vehicles in Fleet Management System
  • 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.
  • Act as an alternative for Administrative Associate including the below but not limited to:
  • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions. 
  • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Other duties as per established back-up mechanism within the department.
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.

 

Competencies

  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment
Core
Innovation
Ability to make new and useful ideas work
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
 
Leadership
Ability to persuade others to follow
Level 2: Proactively identifies new opportunities and challenges
 
People Management
Ability to improve performance and satisfaction
Level 2: Takes ownership of responsibilities
 
Communication
Ability to listen, adapt, persuade and transform
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity
 
Delivery
Ability to get things done while exercising good judgement
Level 2: Meets goals and timelines for delivery of products or services 
 
Technical/Functional
Building Strategic Partnerships 
Analyzes general information and selects materials in support of partnership building initiatives
Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work
 
Promoting Organizational Learning and Knowledge Sharing
  • Researches best practices and poses new, more effective ways of doing things;
  • Documents innovative strategies and new approaches
Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work
 
Job Knowledge/Technical Expertise
  • 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;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • 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
Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work
 
Promoting Organizational Change and Development
  • Documents ‘best practices’ in organizational change and development within and outside the UN system;
  • Demonstrates ability to identify problems and proposes solutions 
Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work
 
Design and Implementation of Management Systems
  • Uses information/databases/other management systems;
  • Provides inputs to the development of simple system components;
  • Makes recommendations related to work procedures and implementation of management systems
Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work
 
Client Orientation
  • 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
Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work
 
Promoting Accountability and Results-Based Management
  • Gathers and disseminates information on best practice in accountability and results-based management systems;
  • Prepares timely inputs to report
Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work
 

Required Skills and Experience

Education:
  • High School, specialized certification in administration is desirable. University degree in Business Administration, Public Administration or other relevant field is desirable, but it is not a requirement.
Experience:
  • 5 years 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. Experience in UN is an asset.
Language Requirements:
  • Fluency in English and Kazakh and/or Russian is required. 
 

Disclaimer

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.

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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