Administrative Assistant

The Administrative Assistant collaborates closely with the staff of the UNDP Country Office and all other UN agencies to exchange information and ensure consistent service delivery.

1. Provision of front-desk service and telephone communications services.
2. Maintenance of registry system, Effective management of registry email account, diplomatic & local pouch management.
3. Provision of administrative and logistical support including assisting in common services e-requisition, micro purchasing, and other procurement-related activities and Payment processing for utilities, outsourced services, etc.
4. Support knowledge-building and knowledge-sharing.

1. Ensure the provision of front-desk service and telephone communication services focusing on the achievement of the following results:

• Operation and management of the telephone switchboard in accordance with appropriate protocol and courtesy.
  • answer and address incoming phone calls in a timely and polite manner, clearly determine the purpose of the call.
  • screen calls before forwarding to the appropriate staff.
  • deal with queries and provide clear and correct information.
  • keep her-/himself informed about the developments in the UN to be able to respond to queries and requests.
• Weekly check and test of all telephone lines with the support of a technician
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to the telephone service provider for regular maintenance and repair for management of planning of the front desk coverage.
• Update the UN Staff telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, NGOs, and other important contacts.

2. Ensures maintenance of registry system, effective mail and pouch management focusing on achievement of the following results:

• Manage mail:

-    sort, register and distribute all incoming mail (postal, diplomatic, electronic);
-    translate incoming letters, and/or other official documents;
-    prepare outgoing mail for pick-up or courier; ensure financial authorization accompanies any request for express courier services and forwards to Finance unit along with the airwaybill;
-    follow up with staff and customers with regard to the undelivered mail.

• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities.
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the UNDP ICT staff
• Receipt, registration, coding, and forwarding incoming faxes, letters, and other correspondence to the proper department/unit/officer.
• Registration and dispatch of outgoing communications, including pouch and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
• Organization and preparation of documents courier and pouch shipments (received/sent), Preparation of all necessary documentation, and implementation of follow-up actions.
• Assistance in preparing cost-recovery bills in quantum for the administrative services provided by UNDP to other agencies if requested, including prorating and billing for pouch services of user agencies.

3. Provision of administrative and logistical support including assisting in common services e-requisition, micro purchasing, and other procurement-related activities and Payment processing for utilities, outsourced services, etc.

• Communication with suppliers for information collection for supplier registration in quantum flatform.
• Call quotations and evaluate them for micro-purchasing goods and services related to the common services.
• Creating e-requisitions, purchasing stationeries, store management, and distribution of stationeries for the requirement of UNDP and other UN agencies in the compound.
• Processing payment in the quantum platform for common services for goods, utilities, constructions, renovations, security, cleaning, and other outsourced services. 

4. Support knowledge building and knowledge sharing, focusing on the achievement of the following results:

• Participation in training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results impact the execution of the reception and telephone services of the UN Compound in terms of quality and accuracy of work completed. Accurate data entry, presentation of information, and client-oriented approach enhance UNDP's capability to provide administrative services.

Institutional Arrangement

Reports to the Premises Associate (Organigramme attached)

• Secondary Education (G.C.E. A/L)    or

• 2 years (with bachelor’s degree) of working experience in Management or other relevant field.

Desired skills in addition to the competencies covered in the Competencies section

• Previous experience in the similar role would be an advantage.
• Prior experience in handling administrative tasks would be an asset.
• Demonstrate the ability to work effectively in a multicultural team of international and national personnel is an asset.
• Prior experience with UNDP/UN system or in the development sector would be an advantage.

Required Language(s)

• Fluency in Sinhala and/or Tamil with excellent English communication skills.