Background

The UNDP Partnership for the Future (PFF) office, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure & Rehabilitation, Cultural Heritage as well as support to the Committee on Missing Persons’ in Cyprus.

Under the overall guidance of Programme Manager and supervision of the Operations Manager, Administrative Assistant will support operations of the UNDP–PFF in close cooperation with the UNDP-PFF staff.

Duties and Responsibilities

Ensures effective and efficient provision of support to operations of the UNDP-PFF focusing on achieving the following results:

Administrative Support:

• Management of front-desk/reception and answering phone calls.
• Document in and out registry.
• Support in performing duties such as photocopying, messenger services, logging and dispatching correspondence, filing and archiving, etc.
• Prepares/drafts routine correspondence, faxes, memos and reports.
• Maintain staff and contact lists.
• Review, create and update vendor information in Atlas.
• Recording of staff attendance.
• Periodic review and usage cost calculation for the use of UNDP telephone lines for non-official business.
• Constant monitoring and feedback of the operating environment.
• Interact with colleagues, clients and partners to exchange information on administrative issues and seek co-operation.
• Resolve operational problems and refer complex issues to supervisor with recommendations for courses of action.

Vehicle Maintenance:

• Office vehicle driving for transportation of authorized staff.
• Pick up other local or international staff from the airport.
• Maintain all the UNDP PFF mission assigned vehicles ensuring their good mechanical condition and external appearance.
• Mission vehicle logs are maintained in accordance with UNDP rules and regulations.
• Periodic vehicle usage costs calculation for the use UNDP vehicles for non-official business.
• Monitoring of the insurance services.

Travel Support Services:

• Purchase of tickets.
• Support in preparation of Travel Authorizations and arranges accommodations and DSA payments.
• Settles travel claims.

Office Maintenance:

• Procurement and distribution of office supplies and materials.
• Maintaining first-aid kits and monitoring of expiry dates of medical supplies.
• Co-ordinates arrangements for repairs of office furniture and equipment.
• Arranges regular maintenance of fire extinguishers.
• Ensures computerized equipment and office space is ready on arrival of consultants/visitors.
• Supervision of the office cleaning services.

Assets and Inventory Management:

• Ensures a continuous stock of the basic stationery and office supplies.
• Timely physical verification of assets and inventory items.
• Support in preparation of certification reports.

Performs any other tasks and duties the institution may reasonably request in relation to its mandate.

Competencies

Corporate Competencies:

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Demonstrates commitment to UNDP’s mission, vision and values.

Functional Competencies:

Development and Operational Effectiveness

• Demonstrates openness to change and ability to manage complexities.
• Ability to provide input to business processes re-engineering, elaboration and implementation of new systems.

Self-Management

• Focuses on result for the client.
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates strong oral and written communication skills.
• Responds positively to critical feedback and differing points of view.

Client Orientation

• Maintains effective client relationships.
• 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.

Design and Implementation of Management Systems

• Data gathering and implementation of management systems.
• Uses information/databases/other management systems.

Promoting Organizational Change and Development

• Presentation of information on best practices in organizational change.
• Demonstrates ability to identify problems and proposes solutions.

Promoting Accountability and Results-Based Management

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

Core Competencies:

• Demonstrating/safeguarding ethics and integrity .
• Demonstrate corporate knowledge and sound judgment.
• Self-development, initiative-taking.
• Acting as a team player and facilitating team work.
• Facilitating and encouraging open communication in the team, communicating effectively.
• Creating synergies through self-control.
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Completion of secondary education.

Experience:

• Minimum three years relevant experience in the area of administration.

Technical Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Driving license.

Language Requirements:

• Fluency in written and spoken English as well as of Greek and/or Turkish.

• Nationals or others legally authorized to work in Cyprus.

• Application should contain a brief Cover Letter (in English) stating interest in and qualifications. Please paste the letter into the "Resume and Motivation" section of the electronic application.
• Personal Curriculum Vitae and/or UNDP P-11 form (blank form can be downloaded from http://europeandcis.undp.org/files/hrforms/P11_SC_SSA.doc).
• 3 work references.