Background
Under the guidance and supervision of the Administrative Officer / Snr. 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 CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
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1. Ensures implementation of operational strategies, focusing on achievement of the following results:
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2. Ensures effective and efficient functioning of the unit (Head of office), focusing on achievement of the following results:
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3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
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4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
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6. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
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Competencies
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
- 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
Level 1.1: Presentation of information on best practices in organizational change
- Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
q Uses information/databases/other management systems
q systems
Client Orientation
Level 1.1: Maintains effective client relationships
q Reports to internal and external clients in a timely and appropriate fashion
q Organizes and prioritizes work schedule to meet client needs and deadlines
q Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
q 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
- Managing conflict
- 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: | Secondary education. Certification in administration desirable.
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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. Working knowledge of UN Administration regulations is required. Working Knowledge of Gaizantep is an advantage. Previous work experience in an emergency setting is an asset. |
Language Requirements: | Fluency in the UN and national language of the duty station. |