Jobs - 63168- Administrative Assistant, TA (OCHA)

Administrative Assistant, TA (OCHA)

Location :

Kyiv, UKRAINE

Type of Contract :

TA Local

Starting Date :

Application Deadline :

04-Feb-16 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

Languages Required :

Expected Duration of Assignment :

till 31/12/2016 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 OCHA Administrative and Finance Officer and overall guidance of the Head of Office, 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 United Nation’s Resident Coordinator’s Office, UNDP, in particular its Operations Management team, OCHA HQ, sub-offices, and other UN agencies’ staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Efficient administrative support;
Human resources support;
Support to supply and assets management;
Logistical support;
Arrange necessary formalities for staff travel and personnel actions;
Admin and Transport management;

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP/OCHA rules, regulations, policies and strategies;
Provision of inputs to OCHA’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to the administrative team results-oriented work plan;

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

Organization and coordination of human resources related activities including support on recruitment activities;
Coordination of admin and HR arrangements;
Performing Travel Administrator/ Requisitioner role in OCHA UMOJA ERP system for preparation of POs, travel and other administrative functions;
Prepare the Travel Authorizations. Analyze and calculate DSA, provide travel arrangements for the staff;
Verification and recording of R n R, all types of leaves, attendance records of the field staff members with related reconciliation;
Update HR documents on a regular basis;
Coordination of transportation fleet in the Office, regular vehicle maintenance and insurance;
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
Prompt reporting and assisting in tracking and filling the cases connected with vehicle accidents as well as damage, loss or theft of items in collaboration with other colleagues; updating and maintaining vehicle history report;
Arrangement of vehicle transportation;

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

Organization of shipments, customs clearance arrangements, preparation of documents for OCHA shipments (received/sent). Preparation of all necessary documentation, implementation of follow-up actions;
Administrative support to conferences, workshops, retreats;
Manage petty cash, maintaining accurate and complete records and receipts and ensuring that replenishment are done in a timely manner. In collaboration with the Country Office submit expenditure report for replenishment;
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;
Providing basic translation services upon request;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;

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

Maintenance of records on assets management;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services;

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

Provision of background trainings for staff on UN rules and regulations and related procedures;
Sound contributions to knowledge networks and communities of practice;

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

Competencies

Corporate Competencies:

Demonstrates commitment to UN’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

Functional Competencies

Professionalism

Able to perform a broad range of administrative functions;
Applies knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations;
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
Is conscientious and efficient in meeting commitments, observes deadlines and achieves results;
Is motivated by professional rather than personal concerns;
Shows persistence when faced with difficult problems or challenges;
Remains calm in stressful situations;

Communication

Speaks and writes clearly and effectively;
Listens to others, correctly interprets messages from others and responds appropriately;
Asks questions to clarify, and exhibits interest in having two-way communication;
Tailors language, tone, style and format to match the audience;
Demonstrates openness in sharing information and keeping people informed;

Teamwork

Works collaboratively with colleagues to achieve organizational goals;
Solicits input by genuinely valuing others’ ideas and expertise; is 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 and 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;

Required Skills and Experience

Education:

Secondary education. Certification in administration is desirable.

Experience:

5 years of relevant experience in administration, secretariat, HR, program support service or other related field. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in the handling of web-based management systems will be an asset. Familiarity with UN system will be an asset.

Language Requirements:

Fluency in English, Ukrainian and Russian.

Application Instructions:

Click on the "Apply now" button.
Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at link . Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

This is a locally recruited position and no expatriation benefits will apply.

DEADLINE FOR APPLICATIONS IS 4 FEBRUARY 2016

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. Qualified women are strongly encouraged to apply.