Background

Under the direct supervision of the Finance and Administrative Specialist, the Administrative Assistant provides efficient and effective administrative support to the Administrative Unit of UNDP.  The incumbent provides support services by ensuring high quality, accuracy and consistency of the work.

The Administrative  Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and PMU GFATM and other UN agencies staff to exchange information and ensure consistent service delivery

Duties and Responsibilities

Summary of key functions:

• Support the administrative functions of the office (CO and PMU);
• Support the office supplies and assets management;
• Support the administrative, HR related matter and financial control of the unit.

Ensure support  for the Administrative functions of the office, focusing on achievement of the following:

• Regular interface with the programme, operations and other UN Agencies ensuring speedy provision of administrative support services;
• Support the implementation of CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
• Research and retrieval of statistical data from internal and external sources,preparation of statistical charts, tables and report;

• Assist the Programme Coordinator in managing the agenda (meeting schedule, etc), travel plan, etc. as requested.

Provides support to proper supply and assets management, focusing on achievement of the following results:

• Coordinate with relevant staff on status/condition of water, vehicle & fuel and electricity and liaise with relevant suppliers;
• Ensure timely maintenance and servicing of the generators and other equipment within the office compound;
• Follow-up and ensure that repairs and maintenance of offices are done in prompt manner - electrical, A/Cs repairs and carpentry etc.;
• Supervising other casual workers and ensure satisfactory performance of their respective duties;
• Supervision of cleaning services;
• Provide support to Asset Associate on coordination of assets management in the PMU;
• Timely preparation and submission of periodic inventory reports especially vehicle management;
• Coordination of the provision of reliable and quality office supplies.

Ensures effective administrative, HR related matter  and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such asfuel record, generators maintenance schedule and direct request for payments and other expenditures files;
• Maintain efficient documentation, up to date filing and coordination of appointments;
• Raise E-requisition for and payment of materials to be procured;
• Raise vouchers for all payments using appropriate chart of accounts;
• Responsible for leave monitorfor all staff in PMU including HR related matters, such as R&R, home leave & annual leave;
• Assist in administrative matter for new staff;
• Support the office in the protocol service, obtaining visa and entry permit;
• Assist in arranging logistic support for external visitors (donor, HQ staff, etc.);
• Assist in administrative matters for workshops/ meetings and training;
• Manage the travel arrangement for the all unit staff including act as focal point for UNHAS booking.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff in the compound on the administrative procedures;
• Briefing to staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practices.

Impact of results

The key results have an impact on the efficiency of the unit.  Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor.  Incumbent’s own initiative is decisive in result of work and timely finalization.

Competencies

Corporate Competencies:

• Promotes the vision, mission and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise:

• 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;
• Strives to keep job knowledge up-to-dates through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Required Skills and Experience

Education:

• Secondary education;
• Certificate in Administration desirable;
• University Degree in Business or Public Administration desirable but it is not a requirement.

Experience:

• 5 years of relevant experience in Administrative services, preferably in large and complex organization like UNDP;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

• Fluency in English required;
• Arabic is also an advantage.