Antecedentes

Under the guidance and supervision of the OCHA Administrative and Finance Officer and overall guidance of 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 OCHA HQ and Field offices, the United Nation’s Resident Coordinator’s Office, UNDP, in particular it’s Business Development and Operations teams, and other UN agencies staff to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of OCHA 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/Secretariat 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 preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the OCHA 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 of shipments, customs clearance arrangements, preparation of documents for OCHA shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• 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.
• Arrangement of vehicle transportation,.
• 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.

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 OCHA office, focusing on achievement of the following results:

• Participation in the training for the administrative staff on UN rules and regulations and related procedures.
• Sound contributions to knowledge networks and communities of practice.

Competencias

Corporate Competencies:

• Demonstrates commitment to UN’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.
• 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

Habilidades y experiencia requeridas

Education: Undergraduate university degree (bachelor). Additional specialized office management training desirable.

Experience: 5 years of relevant experience in administration or programme support service. Expert user of computers and MS Office software packages (in particular Word, Excel). Experience in handling of web-based management systems.

Language Requirements: Fluency in English and Russian, knowledge of Kazakh would be an asset.

!IMPORTANT INFORMATION

How to apply: Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option).

Incomplete applications will not be given consideration. Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS