Administrative Assistant

Job Posting Organization:
The job is posted by the United Nations Office on Drugs and Crime (UNODC), which is a global leader in the fight against illicit drugs and international crime. Established in 1997, UNODC operates in over 150 countries and has a mission to assist Member States in their struggle against illicit drugs, crime, and terrorism. The organization focuses on promoting health, security" style="border-bottom: 1px dotted #007bff !important;">security, and justice, and aims to foster international cooperation in these areas. UNODC employs a diverse workforce of thousands of professionals dedicated to achieving its goals and objectives.

Job Overview:
The Administrative Assistant position is located in the Regional Office for Central Asia (ROCA) in Tashkent, Uzbekistan. The incumbent will provide comprehensive administrative support under the guidance of the Regional Representative for Central Asia and direct supervision of the Procurement Officer. The role involves a variety of administrative functions, including drafting correspondence, coordinating travel arrangements, and liaising with internal teams and service units. The Administrative Assistant will also be responsible for data collection and analysis, assisting with visualizations, and supporting the processing of visa and accreditation requests for international staff. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while adhering to UN policies and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Drafting routine correspondence to respond to inquiries regarding administrative matters.
• Coordinating with service units and liaising with internal team members at the Regional Office and Programme Offices.
• Reviewing travel requests for locally recruited staff and meeting participants, raising Travel Requests in the Umoja system, and ensuring compliance with UN travel policies.
• Providing travel information to staff, including travel routes and hotel accommodations.
• Acting as a travel expert and providing training to administrative staff on travel policies and procedures.
• Reviewing invoices from travel agencies, preparing payment requests, and reconciling payments.
• Assisting with data collection, analysis, and preparation of reports for information sharing and decision-making.
• Updating information materials such as web pages or brochures.
• Guiding and supervising junior General Service staff. 1
• Supporting UNODC travellers with visa issues and coordinating with the Ministry of Foreign Affairs of Uzbekistan. 1
• Managing the vehicle fleet and ensuring proper use of drivers. 1
• Preparing monthly reports on utilities and other services. 1
• Assisting with asset verification and customs clearance processes. 1
• Supporting contract administration and auditing contractor invoices. 1
• Performing other related duties as required.

Required Qualifications:
The position requires a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience. Candidates must have a minimum of five years of relevant work experience in administration or related areas, or three years if they possess a first-level university degree. Experience with an Enterprise Resource Planning (ERP) system is mandatory, and familiarity with SAP/Umoja is desirable. Proficiency in advanced Microsoft Office applications and databases is also preferred. Experience within the United Nations system or similar international organizations is an advantage.

Educational Background:
The educational background required for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role.

Experience:
Candidates must have a minimum of five years of relevant work experience in administration or related fields. This requirement is reduced to three years for those with a first-level university degree or higher. Experience with ERP systems is essential, and at least one year of experience in data analytics or related areas is desirable. Familiarity with SAP/Umoja and advanced Microsoft Office applications is also beneficial, as is experience within the United Nations system or similar international organizations.

Languages:
For this position, proficiency in English and Russian is required, as these are the working languages of the United Nations Secretariat. Knowledge of Uzbek is desirable. Candidates must meet the minimum required level for each language skill according to the UN Language Framework, which can be referenced at the UN language website.

Additional Notes:
The job does not specify the contract duration or seniority level, but it is a full-time position. The role is based in Tashkent, Uzbekistan, and may involve working with international staff and stakeholders. Compensation and benefits details are not provided in the job description.