Administrative Assistant

1.      Organization Description 

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).

The GOUNH in Hanoi is housing 16 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.

The Administrative Assistant is a member of the CBO team and under the overall guidance of the GOUNH CBO Manager and the direct supervision of the Common Services Associate, he/she shall provide reliable administrative and financial support services within the GOUNH Common Back Office (CBO).

UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

2.      Scope of Work 

The Administrative Assistant shall demonstrate a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds, ensuring consistency and timeliness of delivery.

Summary of key function 

 1). Support consumables management and procurement processes to meet operational needs, focusing on achievements of the following results:

• Support consumables management and procurement processes under CBO delegation, including support to operations-related procurement services covering (i) Procurement planning/strategy; (ii) Market analysis, Requests for Information and Expressions of Interest; (iii) Assistance to sections in the development of ToR/SoW and bid evaluation criteria; (iv) Supply requisition; (v) Request for Proposal; (vi) Invitation to bid; (vii) Small value purchase; (viii) Proposal/bid evaluation; (ix) Getting quotes for Events through the approved Long term Agreement (LTA) and (x) Bid approval process (involving Committee if needed);
• Provide support in procurement planning process, drafting/establishing the services/goods requirement and TORs;
• Do market research, obtain quotations, prepare forms for procurement process as required by UNDP rules and regulations;
• Be responsible for preparing payment submission in line with UNDP rules and regulations;
• Manage the consumables status including procurement planning, ordering and storage, distribution and consumption record;
• Keep track and prepare recurring request for requisition for contracting services, create vendors and buyer profiles; develop and update rosters of suppliers;
• Provide support in implementing supplier selection and evaluation

           2). Support registry and asset management

• Assist with registry demands processing and asset management tasks as required. 
• Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., provision of input and conversion of data entered into the system, maintenance of system, and corrective actions taken).

           3). Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:

• Perform general administrative or specialized tasks; keep and update internal documents, administrative directories and control templates; 
• Assist senior staff in office management. Arrange for and attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures (SOP) and practices;
• Draft routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;
• When required support with travel arrangements, ensuring compliance with corporate travel guidelines and prepare travel documentation as required;
• Ensure maintenance of physical and online registry system focusing on maintenance of the office filing system relating to a variety of topics for information and references, maintenance of archives, maintenance of records relevant to office assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff and clients; 
• Provide support when required in the GOUNH Desk Management, billing and invoicing to ensure timely processing;
• Provide support with management of building keys, shared lockers, and storage rooms;
• Assist in and provide inputs to the preparation and monitoring of the unit budget and other administrative reports, correspondence;
• Assist in reviewing, verifying, and reconciling a variety of data and reports for CBO’s logistic activities and services, ensuring accuracy and conformance with UNDP rules and regulations.

         4). Support knowledge building and sharing

• Provide guidance and inputs to the clients on related processes;
• Provide sound contributions to knowledge networks and communities of practice.

         5). The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the CBO.

3.      Institutional Arrangement

Under the overall guidance and supervision of the Common Services Associate, the Administrative Assistant works in close collaboration with the CBO team, UNDP as CBO’s hosting agency and provider of legal framework for the CBO to function and other UN agencies staff to exchange information and ensure consistent service delivery.

An Organigram is attached as an Annex to show the position of this function within the office and unit structure.

4. Competencies

5.      Minimum Qualifications