Jobs - 52396- Administrative Assistant

Administrative Assistant

Location :

Colombo, SRI LANKA

Type of Contract :

FTA Local

Starting Date :

01-Jan-2015

Application Deadline :

17-Dec-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

One Year

Languages Required :

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

Under the guidance and supervision of the Head of the Humanitarian Advisory Team, the Administrative Assistant provides support to administrative services 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 the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery and in consultation with the Administrative unit of OCHA Regional office in Bangkok.

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 the disposal of assets in consultation with UNDP;
Support the archiving of documentation in post OCHA country office.

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 preparation of administrative team results-oriented workplans.

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

Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance';
Arrangement of travel and hotel reservations, preparation of travel authorizations;
Administrative support to organization of conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
Extracting, inputting, copying and filing data from various sources;
Maintenance of files in Administrative Unit, and timely archive the files and records using the archives database;
Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
Update finance database and cash book for all OCHA Payments;
Maintain the database on local travel authorizations;
Support Admin Associate for the recoveries of staff member i.e personal usage of mobile/office phones;
Preparation & delivering individual payment details for all OCHA staff on timely maaner.

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

Collection of information on assets management, maintenance of records and files on assets management;
Maintenance of files and records relevant to office maintenance.

Maintain stationery and supplies stock of the office:

Assist the maintenance of stock of consumables and vehicle supplies;
Alert the Admin Associate when the supplies stocks need to be replenished.

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.

Impact of Results:

The key results have an impact on the execution of the CO administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.

Competencies

Operational effectiveness:

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;
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, ATLAS, as required;
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.

Managing data:

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, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing documents, correspondence and reports

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 spreadsheet 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.

Planning, organizing and multi-tasking:

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.

Required Skills and Experience

Education:

Secondary education in the commerce stream;
Specialized training or certification in accounting, computer and English language.

Experience:

Minimum four (4) years of relevant administrative and/or finance support experience;
Experience in the usage of computers and office software packages (MS Word, Excel, Access etc.);
Experience in handling of web-based management systems;
Expertise in the usage of office equipment and related computerized software/tools.
Experience with OCHA specific Administrative tools and systems would be highly desirable.

Language Requirements:

Fluency in the UN and national language of the duty station.