Administrative and Support Services Assistant at UNDP

Duties and Responsibilities

• The Administrative and Support Services Assistant, under the supervision of the Project Supervisor and the Kumasi Metropolitan Assembly, will work closely with the UNDP team to do the following:
• Maintain project staff records according to policy and legal requirements;
• Ensure all project staff are aware of their duty of care responsibilities relating to children, young people and vulnerable adults;
• Ensure professional and productive work environments for the project implementation team;
• Support the Project Supervisor to ensure the smooth running of the project, including office administration and compliance with all UNDP systems and processes;
• Ensure all legal registrations and other requirements are in place for the project office;
• Responsible for facility, maintenance and Health & Safety (H&S) issues, liaising with building management or third-party providers when necessary;
• Account and manage all third party office suppliers, such as cleaners to ensure a consistent level of service in line with applicable legislation;
• Coordinate and support project staff’s community visit arrangements;
• Keep records of all visits to the office by community members;
• Keep customer request data on toilet construction;
• Support staff with logistics for internal and external events where necessary, such as arranging venues or catering for workshops;
• Ensure provision of office supplies and services including stationaries, internet services, etc; and
• Ensure regular maintenance of project vehicle.

Institutional Arrangement:

• The Administrative and Support Services Assistant will report to the Project Supervisor, Kumasi Global Mayors Challenge.

Competencies
Core:

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination:    Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: Demonstrates compassion / understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:    Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies:          
Business Management    Communication    

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Customer Satisfaction/Client Management    

• Ability to provide inputs to the development of customer service strategy.

Digital Awareness & Literacy    

•  Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
• Administration and Operations

Entitlement Travel

• Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

Travel Desk    

• Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.
• Procurement    Data Management    
• Knowledge of processing, storing, and validating procurement data.

Sourcing    

• Ability to find, evaluate and engage suppliers of goods and services.

Required Skills and Experience
Min. Education Requirements:    

• Completion of High School Diploma is required;
• Bachelor’s Degree in human resources, finance, administration and related areas is an asset.

Min. years of relevant work experience:    

• A minimum of five (5) years with High School Diploma and two (2) years with Bachelor’s Degree of relevant work experience in administrative work and office support functions is required.

Required skills:    

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Desired skills in addition to the competencies covered in the Competencies Section:    
• Excellent planning and time management skills, able to work well under pressure and prioritize a challenging workload, is desirable.
• Excellent analytical and communication skills (written, verbal, interpersonal and intercultural), is an asset. 
• Experience in capacity building, advocacy and knowledge management is an asset. 
• Knowledge and experience of UN procurement and contracting procedures is an asset. 
• Working with local and regional governments experience will be an asset.

Required Language/s:    

• Proficiency in the English language is required. 
• Working knowledge of Twi and/or Hausa dialects is an added advantage.