UNDP Jobs - 34477- Administrative Assistant

Administrative Assistant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

01-Feb-2013

Application Deadline :

19-Dec-12 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

364 days

Languages Required :

English

Expected Duration of Assignment :

364 days

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 overall guidance of the PSU Operations Advisor and the direct supervision of the 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 Bureau for Development Policy (BDP) and UNDP HQ staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies
Front-desk service and telephone communication service
Mail management and filing system
Support to administrative and logistical services
Management of office supplies and 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 BDP administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplans.

Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:

Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP.
Management and planning of the front desk coverage.
Accuracy and up-to-date records of BDP HQ telephone list. Maintenance of telephone list for BDP Directorate and ensuring that focal points in other BDP units maintain the same for their respective unit.

Ensures provision of effective mail management and filing system focusing on achievement of the following results:

Distribution of incoming faxes, letters and other correspondence to proper department/unit/officer.
Registration and dispatch of the outgoing communications, including, courier and pouch, and follow-up distribution for BDP Directorate; and effective support of the same to focal points of other BDP units.

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

Performance of a General User role in Atlas and preparation of requisition, receipt, and travel requests.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents.
Administrative support to conferences, workshops, retreats, and meetings for BDP Directorate, including arranging venue and catering.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction, inputting, and copying of data from various sources.
Management of corporate credit card records, including the list of BDP cardholders, supporting documents for all corporate credit card transactions, and timely preparation of monthly payment request.
Provision of analysis of data and preparation of statistical charts, tables and reports.
Provision of support and backstopping to the Assistants to the BDP Director and Deputy Director.
Provision of ad-hoc support to the Directorate as needed.

Ensures effective management of office supplies and provides support to office maintenance, and assets management, focusing on achievement of the following results:

Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required and keeping a log of distribution.
Maintenance of files and records relevant to office supplies
Provision of support to maintenance of offices.
Provision of support to maintenance of asset records and timely preparation of reports.

Support knowledge building and knowledge sharing in the BDP, 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. Timely service delivery, accurate maintenance of records and presentation of information strengthens the capacity of the office and promotes the image of BDP as an effective contributor to the development activities.

Competencies

Corporate Competencies:

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

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:

Secondary education.
Certification in administration or university degree in Business or Public Administration is desirable, but it is not a requirement.

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 Requirements:

Fluency in English is required. Working knowledge in another UN language is an asset.