Job Description

  Under the overall guidance and supervision of the Chief, Chief, Strategic Performance and Client Management, the Administrative Assistant assists in the management of administrative services and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the staff of the GSSU and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1. Ensures implementation of operational strategies, focusing on achievement of the following results: ❑ Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies; ❑ Provision of inputs to the GSSU administrative business processes Mapping and implementation of the internal standard operating procedures (SOPs); ❑ Preparation of administrative team results-oriented work plans.

2. Ensures efficient administrative and Facilities Management support, focusing on achievement of the following results: ❑ Organization and Coordination of the maintenance of the premises, office space management and the provision of common services; ❑ Organization of workshops, conferences, retreats; ❑ Support with coordination with local authority on space and other administrative matters; ❑ Supervision of cleaning services; ❑ Prompt reporting and investigation of cases of damage, loss or theft of items.

3. Provides support for administrative and financial control in the office, focusing on achievement of the following results: ❑ Maintenance of finance control records such as commitments and expenditures; ❑ Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas; ❑ Maintenance of data integrity in the database, control programme; Analysis of results and initiation of corrective actions when necessary; ❑ Coordination of common premises/services cost-recovery arrangements; ❑ Proper control of supporting documents of funds and activities; ❑ Provision of the information for the audit; ❑ Organization of procurement processes including the preparation of statements of work and/or requirements for RFQs, ITBs or RFPs documents.

4. Ensure effective logistical support, focusing on achievement of the following result: ❑ Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents; ❑ Logistical support for events, staff’s cubicle/desk layout and space management; ❑ Provide support for outgoing documents – medical claims courier etc; ❑ Arrangement of vehicle transportation; ❑ Collection of information from GSSU for relevant administrative surveys, support to organization of common services; ❑ Act as custodian for management of office stationary 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; ❑ Organization and coordination of shipments and customs clearance; ❑ Support the coordination of travel arrangements.

5. Supports knowledge building and knowledge sharing in the GSSC, focusing on achievement of the following results: ❑ Training of staff on the administrative procedures; ❑ Briefing/debriefing of staff members on issues relating to area of work; ❑ Sound contributions to knowledge networks and Communities of Practice.

6. Any other related work as assigned by the Supervisor.

Competencies

Core 

Innovation

Ability to make new and useful ideas work Leadership

Ability to persuade others to follow People Management

Ability to improve performance and satisfaction Communication

Ability to listen, adapt, persuade and transform Delivery

Ability to get things done while exercising good judgement Technical/Functional 

Knowledge Management and Learning

• Shares knowledge and experience • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness

• Ability to administer and execute administrative processes and transactions • Ability to extract, interpret, analyze data and resolve operational problems • Ability to perform work of confidential nature and handle a large volume of work • Good knowledge of administrative rules and regulations • Strong IT skills, knowledge of ERP • Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback • Consistently approaches work with energy and a positive, constructive attitude • Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:

Secondary Education. Certification in Administration is desirable or Bachelor’s Degree in Business, Public Administration or any related field.

Experience:

• Secondary Education with 5 years of relevant experience in administration or finance support services.

• Alternatively, a Bachelor’s Degree in Business or Public Administration with 2 years of relevant experience in administration or finance-related support services.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based Management Systems.

• Knowledge of ERP Financials (preferably Peoplesoft), and Client Relationship Management (CRM) applications a distinct advantage.

Language Requirements:

Fluency in English. An additional UN language is an asset.

Disclaimer

Important applicant information Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skillset and educational qualifications for similar functions and job categories at the same level in GSSU. The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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