Background

Under the guidance and supervision of the Operations Manager/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

Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Full compliance of administrative activities with UNFPA rules, regulations, policies and strategies;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); and
• Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures proper control of Country Office Assets focusing on achievement of the following result:

• Preparation of inventory reports;
• Implementation of Inventory and physical verification control in the Country Office and projects;
• Providing support to and ensuring maintenance of UNFPA Office, Staff Residence, Storage Facilities, and UNFPA Warehouse as per contracts signed.  This includes, cleaning services, repairs and maintenances to the office properties, ensuring presence of contractors on site, delivery of contracted services, etc.;
• Provision of support to maintenance of common premises and common services;
• Ensuring timely billing and rental collections for residence;
• Ensure availability of lodging and office space, and related agreements (MoUs) with required parties for UNFPA personnel within South Sudan based outside of Juba.  Also, ensure in relation to this, necessary supplies and equipment to allow the personnel to function from these remote locations;
• Provide continued necessary support to UNFPA personnel for lodging and office space, where already established;
• Where appropriate, to liaise with UN Department of Security Services for necessary clearances for intended office and accommodation for UNFPA personnel;
• Maintenance of records on assets management, preparation of reports;
• Records and follows up on damage, loss or theft of assets;
• Update and maintenance of vehicle history report;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Facilitate arrangement regular vehicle maintenance and insurance;
• Checking of vehicle daily log and all required vehicle documents;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Assistance in the preparation of budget, provision of information for audit;
• Maintenance of files and records relevant to office maintenance;
• Extraction of data from various sources, as may be required;
• Any other duties assigned.

Competencies

Values:

• Exemplifying integrity;
• Demonstrating commitment to UNFPA and the UN system;
• Embracing cultural diversity;
• Embracing change.

Functional Competencies:

• Managing the organization’s financial resources;
• Providing procurement services;
• Ensuring facilities and assets management.

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:

• Completed Secondary level education is required;
• Specialized certification in administrative field and CIPS, and/or First level university degree is desirable, but not required.

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 (e.g. Peoplesoft, Atlas).

Language:

• Fluency in English is required;
• Knowledge of Arabic, desirable.

How to Apply:

• Applicants are kindly requested to apply through the following link below:  https:\\jobs.undp.org/ by 06 October 2015;
•  Applications received after this date will not be taken into consideration;
• Applicants will be short-listed on the basis of their qualifications and work experience;
• Only the short-listed candidates will be invited for interviews.

Important:

• There is no application processing or other fee at any stage of UNFPA application processes.