Administrative Assistant at UNDP

Job Description

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 workplan

Ensures maintenance of registry system focusing on achievement of the following results:

• Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
• Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of  reference and background material from registry files
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities
• Supervision of the Registry support staff
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff

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

• 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.
• 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.

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.

 
Competencies:
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

 Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions
• Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems
• systems
• Client Orientation

 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

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Building Strategic Partnerships
• Maintaining information and databases
• Analyzes general information and selects materials in support of partnership building initiatives
• Promoting Organizational Learning and Knowledge Sharing
• Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things

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 of each staff member.
• Informed and transparent decision making

Requirement/Skills

• Education: Secondary education.  Certification in administration desirable.
• 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.
• Language Requirements: Fluency in the UN and national language of the duty station.