Administrative Assistant

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will ensure the following:

Maintenance of an Inventory Management system focusing on achievement of the following results:

• Support in maintenance of the stores management system in accordance with UNDP regulations.
• Receiving of goods from various suppliers and ensure that stock records have been opened
• Record all goods received are updated in stock records.
• Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of stores items.
• Prepare quarterly cost recoveries for all items issued to the programs and submit to finance.

Effective Transport management focusing on achievement of the following results:

• Support in Maintenance of an efficient transport management system to ensure that trips are properly planned, and that transport is timely allocated to staff
• Support in reviewing Drivers Logbooks on weekly basis, to ensure that all trips made are properly authorized
• Support with monthly fuel reconciliations and cost recoveries

Effective Protocol services focusing on achievement of the following results:

• .Timely receipt of requests for Visas, Permits and invitation letters from eligible staff
• Timely processing of requests received by ensuring that all required documents are submitted to the government departments on time
• Follow up with government departments such as Ministry of Foreign Affairs, Immigration Department to ensure that approved documents are received on time
• Communicate effectively with UNDP officials requiring protocol services and provide guidance on all the steps to be followed.
• Assist with UNDP Vehicle registrations and deregistration by ensuring that all required steps are followed and timely submission of documents to the government departments.
• Assist with processing of waivers for international shipments to ensure timely clearance of goods.
• Maintain up to date records for all documentation issued.

Other administrative duties

• Supporting the Administrative Associate to ensure that the CO is ready for internal audits
• Backstopping the registry clerk in his absence

• Any other related tasks as may be required or assigned by the supervisor.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

• Minimum of a Degree in Business Administration or area related to Logistics and Supply Chain Management.

Required experience: 12 Months Experience remark:

• At least one year of professional work experience at the national and/or international level in Administration, or supply chain, or other relevant programmes; experience with programme support is an asset, as is experience working in the UN or other international development organization

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Administration and administrative assistance Area of expertise details:

• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Accuracy and professionalism in document production and editing.

• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Sound security awareness.
• Have affinity with or interest in developmental work, volunteerism as a mechanism for durable development, and the UN System.

Driving license: No Competencies values:

Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?
Please first register your profile at https://vmam.unv.org/candidate/signup.
Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?
Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call for to which you would like to apply.

Application deadline: 28 February 2021