Jobs - 49518- Admin-logistic Assistant with DPA

Admin-logistic Assistant with DPA

Location :

Sana'a, YEMEN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

22-Sep-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

One Year

Languages Required :

Arabic English

Expected Duration of Assignment :

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.

Background

The Department of Political Affairs (DPA) commissioned a mission to Yemen to support the political transition in the country and oversee the implementation of the UN Security Council Resolution.

Duties and Responsibilities

Under the direct supervision of the Administrative Officer of the OSASG and in collaboration with the team, the Administrative/Logistic Assistant will perform the following functions:

Assist in the planning and preparation of meetings, conferences and conference;
Maintain an adequate inventory of office supplies, and distribute stationery for all staff as needed and make sure all needed stationery are available;
Control vehicle trip sheets; maintain regular checks on vehicle log documents;
Arranges for the regular servicing and maintenance of the OSASG vehicles; records service history. Certifies work done; carries out quality check; controls relevant documentation;
Ensure that all OSASG’s vehicles have relevant and updated documentation;
Assist in organizing and coordination logistical support services to OSASG elements, including management of assets, materials and personnel involved in this area of office activities;
Coordinate logistics activities with finance (verification goods/services delivered), procurement (invoicing, contracting), human resources (attendance/overtime work) and security elements of OSASG in Sana'a;
Focal point for all property management related activities, including inventory/materials management, verifications, write-offs and other directly and indirectly related issues;
Prepare monthly reports on assets/materials movement in order to ensure an accurate and complete accounting on assets and that internal control systems in place and functioning and all relevant records maintained;
Assist to identify and plan logistical support services/operations, take part in developing acquisition plans to ensure OSASG/IRF logistical requirements met in timely and cost effective manner;
Coordinate and supervise all transport staff, including planning and organizing day to day efficient and quality transport support operation and/or services to all OSASG personnel;
Focal point for facilities management related activities, including cleaning, generator operation and repairs/maintenance related services;
Focal point for fuel management and related activities. Prepare monthly fuel consumption reports and ensure internal control systems and arrangements functioning and/or in place;
Focal point for planning, organizing and coordinating all logistical support arrangements and requirements to SASG's missions, including air operation services (WFP) when required;
Performs other related duties as/when required basis.

Competencies

Functional Competencies:

Professionalism:

Knowledge of general office and administrative support including administrative policies, processes and procedures;
Shows pride in work and in achievements;
Demonstrates professional competence and mastery of subject matter;
Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
Motivated by professional rather than personal concerns;
Shows persistence when faced with difficult problems or challenges;
Remains calm in stressful situations.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals;
Solicits input by genuinely valuing others’ ideas and expertise;
Willing to learn from others;
Places team agenda before personal agenda;
Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies;
Identifies priority activities and assignments;
Adjusts priorities as required;
Allocates appropriate amount of time and resources for completing work;
Foresees risks and allows for contingencies when planning;
Monitors and adjusts plans and actions as necessary;
Uses time efficiently.

Accountability:

Takes ownership of all responsibilities and honours commitments;
Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
Operates in compliance with organizational regulations and rules;
Supports subordinates, provides oversight and takes responsibility for delegated assignments;
Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Commitment to Continuous Learning:

Keeps abreast of new developments in own occupation/profession;
Actively seeks to develop oneself professionally and personally;
Contributes to the learning of colleagues and subordinates;
Shows willingness to learn from others;
Seeks feedback to learn and improve.

Required Skills and Experience

Education:

High school diploma;
Training in business administration, logistics support, or engineering is highly desirable.

Experience:

A minimum of four (4) years relevant experience in logistics support and/or project management;
Experience from work in an international organization is highly desirable.

Skills:

Solid organizational skills;
Strong communication skills;
Good experience in office software packages (MS Word & Excel etc);
Must possess valid national driver's license for car.

Language:

Fluency in English and Arabic Languages.

Additional Information:

APPLICATIONS:

Interested candidates should complete United Nations Personal History form (P.11) available in the link below and forward it electronically at the following e-mail address: kjso-hr-national@un.org
http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc
Incomplete P.11s will not be processed.
Only applicants who are short-listed will receive an acknowledgement within two weeks from the deadline for submission of applications. Women candidates are encouraged to apply and in the selection process, preference will be given to equally qualified women candidates.
The necessity for ensuring the highest standards of efficiency, competence and integrity remain the paramount considerations in the employment of personnel. To ensure fairness and transparency, selection will be made on a competitive basis through a selection panel.