Administrative Assistant

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 guidance and supervision of the Administrative and Finance Officer, 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 the administration team in the CO, the Sub Offices and UNDP ensuring consistent service delivery.

Description of Responsibilities:

Summary of Key Functions: 

• Implementation of operational strategies
• Support effective and efficient functioning of the Administration Unit
• Support administrative and logistical services
• Support office maintenance and assets management
• Support knowledge building and knowledge sharing
•  

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNOCHA 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 work plans

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

• Organization of shipments, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), preparation of all necessary documentation, and implementation of follow-up actions

• Preparation of necessary Note Verbales (NV) in coordination with the Administrative and Finance Associate

• Assists in local procurement process such as obtaining quotation from local suppliers: and provide inputs for the evaluation of vendors’ performance regarding quality, prices, and delivery of goods and services
• Arrangements of travel and hotel reservations, preparation of travel authorizations in UMOJA, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• 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.

4.  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
• Provision of support to maintenance of common premises and common services

5.  Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for operation/administration.
• Sound contributions to knowledge networks and communities of practice.

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
• 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
• Informed and transparent decision making

Education:

• Secondary education.  Certification in administration desirable.

Experience:

• 5 years of relevant experience in administration or programme support services. 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 Arabic (both written and oral).