Administrative Assistant at UNDP

Duties and Responsibilities

• Maintain and update database of files of UN staff and dependents in Ghana, visitors and logistics (UN vehicle and other assets).
• Using advanced excel skills including formulas, update statistics to provide data to the Security Advisor and Local Security Assistant for security analysis and summaries.
• Ensures the safekeeping and updates of inventory of office property (expendable and non- expendable) and prepares reports, including cost analysis and recommends replacement/disposal of equipment and supplies.
• In liaison with Focal Person in Finance, monitor UNDSS core budget and Cost Shared Budget
• Review and process all administrative payment (contract, supplier, vendor, individual contractors, telephone/mobile invoices etc.).
• Perform administrative duties using standard policies, procedures and guidelines.
• Verifies travel claims against authorized travel, with regard to actual routing and duration of stay. Review and process travel claims for local & international travel.
• Reviews all requests for travel, requests price quotations from travel agent, determines applicable class of travel, calculates number of days in travel status and upon approval, authorizes travel agent to issue tickets.
• Initiate, draft and edit correspondence and memo for Security Advisor.
• Taking notes at meetings and preparing reports for attendees.
• Coordinate meeting schedules and maintain the Security Advisor’s calendars and confirm weekly agenda’s in advance.
• Coordinate and proactively handle changes in schedules

Security Functions

Back Up for Local Security Assistants

• Conduct Residential Assessment in accordance with Approved Residential Security Measures for Ghana
• Conduct Hotel Assessment in accordance with UNDSS standardized matrix for hotel assessment
• Provide support for drafting of PSRA and CONOPs for SUNO visits
• Providing security briefing to new staff and visitors to Ghana.

Focal Point for Crisis Coordination Centre

• Serve as focal person for the management of the Crisis Coordination Centre (CCC).
• In liaison with UNHRD serve as the focal person for External Safe Haven coordination.
• Focal person for the provision of logistics and emergency supplies for the Crisis Coordination Centre.

Identification Programme

• Supervise the management and production of access badges for the UN system in Ghana
• Focal person for the provision of logistics for ID production.

Training

• Serve as Learning Manager for UNDSS.
• Focal person for the provision of logistics for training.

Knowledge management

UN coordination

• Focal Point for Crisis Coordination Centre
• Serve as focal person for the management of the Crisis Coordination Centre (CCC).
• In liaison with UNHRD serve as the focal person for External Safe Haven coordination.
• Focal person for the provision of logistics and emergency supplies for the Crisis Coordination Centre.

Other tasks that may be required

• Security Functions
• Back Up for Local Security Assistants
• Conduct Residential Assessment in accordance with Approved Residential Security Measures for Ghana
• Conduct Hotel Assessment in accordance with UNDSS standardized matrix for hotel assessment
• Provide support for drafting of PSRA and CONOPs for SUNO visits
• Providing security briefing to new staff and visitors to Ghana.

Competencies

Core

Innovation : Ability to make new and useful ideas work

• Level 5: Creates new and relevant ideas and leads others to implement them

Leadership : Ability to persuade others to follow

• Level 5: Plans and acts transparently, actively works to remove barriers

People Management :Ability to improve performance and satisfaction

• Level 5: Models high professional standards and motivates excellence in others

Communication :Ability to listen, adapt, persuade and transform

• Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery: Ability to get things done while exercising good judgement

• Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/Functional

• Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx and hiring managers are encouraged to familiarize themselves for more information

Competency Name

Professionalism

• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Competency Name

Planning and Organisation

• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Competency Name

• Teamwork Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Competency Name

• Client Orientation Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Required Skills and Experience

Education:

• High school education in relevant field. University Degree desirable, but it is not a requirement

Experience:

• 5 years of experience in administration, finance, accounting, human resources, audit, or in other related fields is required
• Prior experience with the UN System or an International NGO is desirable.
• Other Skills and Requirements:
• Adept in Technology
• Strong Organizational Skills
• Effective Time Management
• Resourcefulness
• Detail-Oriented
• Anticipates Needs
• Solid computers skills (MS Word, Excel, Access and PowerPoint);
• Experience in diplomatic security and protection is considered as an asset;

Language Requirements:

• Proficiency in English. Working knowledge of other UN language desirable

Other:

• Describe any additional qualifications:
• Non-Smoking environment
• Female Candidates are strongly encouraged to apply