Administration and Operations Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) is the UN's global development network, established to advocate for change and connect countries to knowledge, experience, and resources to help people build a better life. UNDP operates in approximately 170 countries and territories, focusing on sustainable development, democratic governance, peacebuilding, and climate resilience. The organization promotes gender equality and human rights, aiming to eradicate extreme poverty and develop innovative solutions to global challenges. UNDP has refined its service offerings through six signature solutions that provide integrated responses to development challenges, including policy advice, technical assistance, and tailored programs to accelerate progress towards the Sustainable Development Goals.

Job Overview:
The Administration and Operations Assistant plays a crucial role in supporting the Timbuktoo Innovation ecosystem in Zambia, which aims to bridge research, entrepreneurship, and policy to advance national development priorities. This position involves providing essential administrative, operational, and logistical support to ensure the efficient functioning of the Timbuktoo Initiatives across Zambia, in alignment with UNDP standards. The role requires collaboration with various stakeholders and the ability to manage multiple tasks effectively. The Assistant will work under the direct supervision of the Timbuktoo Innovation Associate, contributing to the overall success of the initiatives by ensuring smooth operations and enhancing visibility.

Duties and Responsibilities:
The Administration and Operations Assistant will be responsible for a variety of tasks, including: A. Administrative and Operational Support:

• Maintaining records, filing systems, attendance logs, and asset inventories.
• Supporting procurement processes, vendor registration, and coordination, as well as managing purchase requisitions.
• Preparing and processing payment requests, invoices, and travel authorizations in accordance with UNDP procedures.
• Keeping the Hub’s operations tracker updated to ensure deadlines for logistics and procurement are met. B. Event and Activity Coordination:
• Assisting with logistical arrangements for workshops, hackathons, stakeholder meetings, and demo days.
• Liaising with suppliers, caterers, and venues to ensure the smooth execution of events.
• Preparing checklists, attendance lists, and briefing notes for events. C. Reporting and Documentation:
• Maintaining databases of participants, partners, and suppliers.
• Drafting minutes, memos, and administrative reports after each engagement.
• Assisting in preparing periodic operational summaries and inventory updates for internal reporting.

Required Qualifications:
Candidates should possess strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is essential, along with excellent communication skills, both written and verbal. Familiarity with UNDP procedures and policies is an advantage. The ideal candidate should demonstrate a commitment to the values of the UNDP, including gender equality and human rights, and be able to adapt to a dynamic work environment.

Educational Background:
A minimum of a diploma in business administration, management, or a related field is required. A bachelor’s degree would be an advantage. Candidates with relevant certifications in project management or administration will also be considered favorably.

Experience:
The position requires at least 1-2 years of relevant experience in administrative support, operations, or project management. Experience working in an international organization or development context is highly desirable. Candidates should demonstrate a proven ability to manage multiple tasks and work under pressure while maintaining a high level of accuracy and professionalism.

Languages:
Fluency in English is mandatory, as it is the working language of UNDP. Knowledge of local languages such as Bemba or Nyanja would be considered an asset, as it may facilitate communication with local stakeholders and communities.

Additional Notes:
This position is based in Lusaka, Zambia, and may require occasional travel within the country for events and activities. The role is full-time, and candidates should be prepared to engage in a dynamic work environment that may involve working outside of standard hours during events. The UNDP offers a competitive compensation package, including benefits such as health insurance and opportunities for professional development.