Historique

Under the overall guidance of Operations Manager and daily supervision of 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 CO staff and projects personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

Summary of Key Functions:

• Implementation of operational strategies;
• Support to effective and efficient functioning of the office;
• 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 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 office, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
• 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 administrative and logistical support, focusing on achievement of the following results:

• Organization, preparation of documents for UNDP shipments (sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Performance of a Travel Processor role in Atlas and preparation of POs for travel activities;
• 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;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• 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.

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

• Maintenance of records on assets management, preparation of reports;
• 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 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.

Compétences

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.

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;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

• Uses information/databases/other management systems.

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;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

• 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.

Qualifications et expériences requises

Education:

• Secondary education;
• Certification in administration desirable;
• UNDP Procurement Certification programme.

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 Russian, knowledge of Kyrgyz is an asset.

Application:

• Applications without UNDP Personal history form (P.11) will not be considered. Please download P.11 form from http://www.kg.undp.org/content/kyrgyzstan/en/home/operations/jobs/;
• Please upload P.11 form instead of CV or group your documents into one single PDF file otherwise the system will not allow you to upload more than one document.