ADMINISTRATIVE ASSISTANT


Location : New York, UNITED STATES OF AMERICA
Application Deadline :19-Dec-12
Type of Contract :TA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Feb-2013
Duration of Initial Contract :364 days
Expected Duration of Assignment :364 days
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Under the overall guidance of the PSU Operations Advisor and the direct supervision of the Administrative Associate, 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 works in close collaboration with the Operations, Programme and projects staff in the Bureau for Development Policy (BDP) and UNDP HQ staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Summary of Key Functions: 

  • Implementation of operational strategies
  • Front-desk service and telephone communication service
  • Mail management and filing system
  • Support to administrative and logistical services
  • Management of office supplies and support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing

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 the BDP administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Provision of inputs to preparation of administrative team results-oriented workplans.

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

  • Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP.
  • Management and planning of the front desk coverage.
  • Accuracy and up-to-date records of BDP HQ telephone list. Maintenance of telephone list for BDP Directorate and ensuring that focal points in other BDP units maintain the same for their respective unit.

Ensures provision of effective mail management and filing system focusing on achievement of the following results:

  • Distribution of incoming faxes, letters and other correspondence to proper department/unit/officer.
  • Registration and dispatch of the outgoing communications, including, courier and pouch, and follow-up distribution for BDP Directorate; and effective support of the same to focal points of other BDP units.

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

  • Performance of a General User role in Atlas and preparation of requisition, receipt, and travel requests.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents.
  • Administrative support to conferences, workshops, retreats, and meetings for BDP Directorate, including arranging venue and catering.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction, inputting, and copying of data from various sources.
  • Management of corporate credit card records, including the list of BDP cardholders, supporting documents for all corporate credit card transactions, and timely preparation of monthly payment request.
  • Provision of analysis of data and preparation of statistical charts, tables and reports.
  • Provision of support and backstopping to the Assistants to the BDP Director and Deputy Director.
  • Provision of ad-hoc support to the Directorate as needed.

Ensures effective management of office supplies and provides support to office maintenance, and assets management, focusing on achievement of the following results:

  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required and keeping a log of distribution. 
  • Maintenance of files and records relevant to office supplies
  • Provision of support to maintenance of offices.
  • Provision of support to maintenance of asset records and timely preparation of reports.

Support knowledge building and knowledge sharing in the BDP, 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.

Impact of Results:

The key results have an impact on the efficiency of the unit. Timely service delivery, accurate maintenance of records and presentation of information strengthens the capacity of the office and promotes the image of BDP as an effective contributor to the development activities.


Competencies

Corporate Competencies:

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

Functional Competencies

Knowledge Management and Learning

  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
  • Ability to perform work of confidential nature and handle a large volume of work
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas
  • Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure


Required Skills and Experience

Education: 

  • Secondary education. 
  • Certification in administration or university degree in Business or Public Administration is desirable, but it is not a requirement.

Experience: 

  • 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements: 

  • Fluency in English is required. Working knowledge in another UN language is an asset.


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