Administrative Assistant

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Office of the Ombudsman for United Nations Funds and Programmes (the “Office of the Ombudsman”) acts for five UN Funds and Programmes (UNDP / UNFPA / UNICEF/ UNOPS / UN Women) and is an independent, confidential, neutral and informal dispute resolution resource to provide a safe place, in which all staff members and related personnel to freely bring forward workplace issues or concerns.

The Office of the Ombudsman functions as an independent pillar of the integrated Office of the United Nations Ombudsman and Mediation Services (“UNOMS”). 

The work of the Office of the Ombudsman has evolved both in terms of the type of services rendered and the geography of the cases managed. This newly created role and function of the Administrative Assistant supporting the Deputy Ombudsman based in Istanbul are responsive to these changes.

Under the guidance and supervision of the Deputy Ombudsman, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant should achieve results in operational, procedural and technical capacities. Our office is looking for someone with organization skills, who is analytical and can handle routine to complex tasks with dedication.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the office, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Assist in the preparation of correspondence and informational materials and coordinates distribution of the Annual Report or other communication materials.
• Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Receives employees and reviews all incoming correspondence; prioritizes correspondence requiring urgent action.
• Manages a filing system for correspondence and follows up to ensure timely responses to queries from callers.
• Maintains appointment schedule for the Deputy Ombudsman in line with their schedules and commitments in strict accordance with the need for confidentiality.
• Assist in preserving the confidentiality of all information exchanged and kept by the Office including proper disposal of confidential material
• Assist with data entry in the Unit's case management database.
• Performance of a Buyer role in Atlas and preparation of POs for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats. Communicates with face to face and virtual meeting organizers/country offices for travel logistics and set up itinerary.
• Provide support to the Deputy Ombudsman with the Respectful Workplace Facilitators (RWF) Programme.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery 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.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assist in the preparation and review of financial proposals/ requirements.
• Coordinate with offices and HQ to collaborate on projects and ensure exchange of information. 

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

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

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

Technical/Functional

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Uses information/databases/other management systems

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management systems

Education:

1.

• Secondary Education is required

OR

• Bachelor’s degree in in administration, information management, public administration, business or any other relevant areas will be an asset.

2. Certification in administration desirable

Experience:

1.  Minimum 5 years of work experience for Secondary School

    or

    Minimum 2 years for bachelor’s degree holder, of progressively responsible administrative and information management experience is required.

2. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems is required.

3. Experience in finance and budget related areas is desirable.

4. Knowledge of Atlas or other ERP system would be a distinct advantage.

5. Experience in providing management assistance to executives/ senior managers is desirable. 

6. Experience working within the United Nations system or a similar international organization is desirable.

Language Requirements:

1. Fluency in English is a requirement

2. Knowledge of French is desirable.

3. Knowledge of another official United Nations language is an advantage.

Important applicant information

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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