Background

Under the general supervision of the Head of the UN Documentation and Training Centre for Southwest Asia and the Arab Region, the incumbent will be responsible for providing administrative support services to the Centre, ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

 The Administrative Assistant works in close collaboration with all staff in OHCHR and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies
• Provision of administrative and logistical support
• Provision of 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 both UN/OHCHR and UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented work plans.
•   Assist with human resources activities (including recruitment, internships, staff entitlements, extension of appointment, PAS, attendance and leave records, separation of staff, renewal of various UN documents and others).
•  Assist with management material resources of the Centre

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

• Write minutes of meetings and prepare briefing reports
• Take dictation and transcribing, drafting routine and ad hoc correspondence in both English and Arabic
• Receive, screen, log, route and respond to incoming correspondence
• Maintain an up-to-date calendar of meetings and various office activities
• Administrative support to organization of meetings, conferences, workshops, seminars by making preparatory arrangements for meetings, conferences, workshops and seminars
• Receive visitors, answer telephone calls and make appointments for meetings.
• Organize and manage secretarial work (e.g. schedule, appointments, travel arrangements etc.) relating to the head of the Centre
•   Arrangement of travel for staff and experts/consultants (visa, ticket, hotel reservation, security clearance, travel authorization/travel, airport pickup, travel authorizations and claims).
• Maintenance of files (and necessary back-ups) in Administrative Unit
• Supervise security and other service staff as assigned by the head of the Centre
• Coordinate the activities of other administrative assistants in the Centre as per the requests of the head of the Centre and/or her/his designate.

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

• Prepare requests for office equipment and supplies, maintain inventory lists and procedures, and ensure regular maintenance of office premises and equipment.
• Coordinate with various UN entities in carrying out administrative duties
• Monitor budget expenditures and balances
• Monitor and review incoming invoices, request corrections where necessary and initiate administrative action to settle them
• Prepare account statements, together with lists of expenditures
• Prepare budget estimates and follow-up on issuance of financial authorizations
• Follow-up on common services charges and office occupancy matters
• Collection of information on assets management, maintenance of records and files on assets management
• Maintenance of files and records relevant to office and vehicle(s) maintenance.

Provides support to 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
• Contributions to knowledge networks and communities of practice
• Perform other official functions as per request

Competencies

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations, UN system and Staff Regulations and Rules
• Good knowledge of UNDP administrative and financial regulations.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities
• High degree of commitment to ensure the proper use of the Office’s financial resources

Managing data & Technological awareness

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spread sheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others
• Solid computer skills, including proficiency and in-depth knowledge of IMIS operations as they relate to accounts and personnel administration. Full proficiency in various MS Office applications (Excel, Word) and other IT applications.

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spread sheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

• Commitment to continuous learning
• Initiative and willingness to learn new skills
• Good communication (spoken and written) skills, including the ability to draft a variety of procurement documentation and correspondence
• Ability to write in a clear and concise manner and to communicate effectively orally.
• Good interpersonal skills, ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with budget/finance, human resources counterpart and departments. 

Required Skills and Experience

Education : High School Diploma or the equivalent. A bachelor’s degree is highly desirable .

Experience: 6 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).