Administrative Assistante GS5

• 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

2. Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results.

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

3. Ensures efficient administrative and logistical support, focusing on achievement of the following results.

Registry and filing:

• Supervision of the organization and administration of central registry and office deposits, ensuring full compliance with rules and regulations.

Customs clearance:

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

Procurement and Travel:

• Performance of a Buyer role in ATLAS and preparation of  TR/ER for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Arrangement of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents. Calculation of DSA.

Administration:

• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies, and other administrative surveys, support to organization of common services.
• Support with protocol matters, registration of staff, coordination with local authorities on space and other administrative matters.
• Periodic processing, according to rules and regulations, extra hours worked and compensatory time
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• 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.
• 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.

4. Ensures efficient support to the administration of the services contracted with external/internal service suppliers, focusing on achievement of the following results.

• Administration of contracts for services with external/internal suppliers for the revision and approval of the Operations Manager.
• Provide input for performance evaluation of suppliers.

5. Provides support to office maintenance and assets management, focusing on achievement of the following result.

• Maintenance of records on assets management, timely preparation and submission of periodic inventory reports.
•  Applications and requests to corresponding authorities for the legalization of office and project vehicles, ensuring the recuperation of the license plates of retired vehicles.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance, spare parts, etc. checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report. Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items;
• Provision of support to maintenance of common premises and common services.

6. 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.
• Briefing/debriefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice

• Secondary education. Certification in administration is desirable.
• University Degree in HR, Business or Public Administration will be given due consideration

• 5 years of relevant experience in administration or programme support service; if the candidate has a Bachelor’s degree, then 2 years of relevant experience are required;
• Experience in logistics and assets management will be valued favorably.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web based management systems.

Idioma:

• Fluency in Spanish and working knowledge of English, both oral and written is required. Working knowledge of another UN official language or another language at the duty station is an asset.