UNDP Jobs - 62404- Administrative Assistant

Administrative Assistant - Only Open to UNDP National Staff with PA, FTA and Local Service Contracts in

Location :

Tegucigalpa, HONDURAS

Type of Contract :

FTA Local

Starting Date :

01-Mar-2016

Application Deadline :

31-Dec-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English Spanish

Expected Duration of Assignment :

1 year ( with possibility of extension)

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 Operations Manager and the Procurement 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:

Implementation of operational strategies;
Support to effective and efficient functioning of the operations unit/ administrative unit;
Support to administrative and logistical services;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

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 the CO administrative business processes mapping, pro-actively ensuring efficiency and effectiveness, and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of travel and meetings;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed;
Ensures effective office transportation processes with close supervision to office drivers.

Ensures effective administrative and logistical support of UNDP and Interagency common services focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent); Preparation of all necessary documentation, implementation of follow-up actions;
Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Support to organization of procurement processes including preparation of RFQs, ITBs, LTA`s, or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas and other documents for UNDP staff and fellows;
Administrative support to conferences, workshops, retreats. Coordinates and prepares seminars, workshops, events, etc. national and international;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services. Carries out UN mandatory surveys such Place-to-Place Survey, DSA, Hardship classification etc.;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Arrangement of office cell phone communications and contracts;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
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;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
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;
Support in administrative and logistical services to UN agencies in the country.

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

Maintenance of records on assets management, preparation of reports, timely submission to headquarters;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services;
Provision of support in security related services as they relate to UN agency work in the programme country;
Performance of physical verification of assets in coordination with procurement assistants.

Support 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;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies

Functional Competencies:

Building Strategic Partnerships:
Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:
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:
Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:
Data gathering and implementation of management systems

Uses information/databases/other management systems.

Client Orientation:
Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management:
Gathering and disseminating information

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;
UNDP Procurement Certification programme.

Required Skills and Experience

Education:

Secondary education;
Certification in administration desirable.

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.

Language:

Fluency in English and Spanish.

Note:

All applications can include only one attachment that consists of a complete and signed UNDP P11 - Personal History Form together with an updated English CV. Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment. Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

Only short-listed qualified candidates will be contacted.

Applications received after the deadline will not be considered.