Administrative Assistant

Details

Mission and objectives

UNDP is a global knowledge network that promotes human development and connects countries with knowledge, experiences and resources to help people build better lives. UNDP has supported Djibouti since 1979 in its solutions to development challenges and capacity building that will help them achieve the goals of sustainable development. In line with the Djibouti National Development Strategy, the UNDAF and the UNDP Strategic Plan, we are committed to supporting the Government and people of Djibouti.

Context

The United Nations Development Programme (UNDP) is the United Nations global develop-ment network. It promotes cooperation among nations, connects countries to knowledge, experience and provide resources to help people build a better life for themselves. Further-more, the support to developing countries in using expert advice and trainings contribute to promote technics and investment to the least developed countries. Under the guidance and supervision of the Oversight and Compliance Specialist/Operations Manager, the Administrative Assistant provides support to office operations perform-ing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented ap-proach. The Administrative Assistant works in close collaboration with the Operations, Pro-gramme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; Provision of inputs to UNDP’s adminis-trative business processes mapping and implementation of the internal standard operating procedures (SOPs); Provision of inputs to the administrative team results-oriented work plan. Ensures effective and efficient functioning of the UNDP office, focusing on achievement of the following results:

Task description

Within the delegated authority and under the supervision of Oversight and Compliance Specialist/Operations Manager or his/her designated mandated representative(s), the UN Volunteer Administrative Assistant will ensure effective administrative and logistical support, focusing on achievement of the following results: Administrative Work - Administrative support to conferences, workshops and retreats. - 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. - Following up on completion of Mandatory courses working closely with the learning manager - Liaise and follow up with GSSU on UNALL requests submissions - Support to implementation of office administrative BOS plan. - Liaise with travelers and follow up for Visa arrangements and preparation of letter of invitations - Support to the Resident Coordinator’s Office and UN agencies administrative re-quests - Support to the Common premises and common services management Logistic support and vehicle administration - Organization of customs clearances for office items/goods - Collection of information for DSA, travel agencies and other administrative surveys. - Daily arrangement of driver assignment working closely with the Senior driver - Arrangement of vehicle transportation for missions and field trips, regular vehicle maintenance and insurance. - Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report. - Verification of fuel consumption and propose top up office vehicle fuel cards month-ly working closely with operations colleagues - Preparation of cost recovery sheet for vehicle use - Acts as alternate to office courier dispatching Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by read-ing relevant UNV and external publications and take active part in UNV activities (for in-stance in events that mark IVD); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service when-ever technically possible.