Background

The UNDP Office in Ukraine has initiated the collocation of several UNDP projects into one premise with the aim of improving effectiveness and efficiency of project implementation and achieving economies of scale. In order to effectively organize the common services in the new premises, these services will be shared by all projects in the premises and provided by a dedicated project personnel.

Organizational Context:
Under the supervision of the Administrative Associate in the Country Office, the Administrative Assistant implements the daily activities and tasks related to administration of the common premises, such as but not limited to:

  • Supplies management
  • Shared space and shared assets
  • Drivers pool
  • Mail management
  • Reception services

The Administrative Assistant works in a client, quality and results-oriented manner in a close collaboration with project personnel, Programme and Operations Teams in the CO to exchange information and to ensure consistent service delivery.

Duties and Responsibilities

1. Implements daily activities related to supplies management as follows:

  • Monitors stationary supplies and maintains a stock of stationery, distributes stationery to projects as requested and keeps a log of distribution.
  • Organises for re-supply for stationary with the supplier used by UNDP, follows up with the supplier as necessary, receives, inspects and verifies all incoming supplies.

2. Implements daily activities related to shared space and shared assets as follows:

  • Maintains a log for booking of meeting rooms, controls that the meeting rooms are maintained clean and organized;
  • Organises and controls the distribution of space in the archive and the corridor as necessary;
  • Arranges for maintenance of premises and minor repairs, as necessary, communicates with the CO;
  • Controls the use of the common equipment such copying machine and fax machine and desk phones and organizes for repairs,maintenance or replacement (in coordination with CO) as necessary;
  • Establishes and maintains a filing system for common premises related materials;
  • Receives, inspects and verifies all incoming equipment and furniture in common use;
  • Tags all furniture/equipment in common use upon receipt from the supplier. Updates non-expendable property inventory record and tracks movement of furniture/equipment pieces. Acts as custodian of such assets;
  • Enters and maintains records in the asset control database (system) ensuring inventory records are up to date and accurate;
  • Supports the annual physical inventory verification exercise by checking the accuracy of records and location of property.

3. Implements daily activities related to drivers pool as follows:

  • Maintains a log of bookings for driver-services and ensures that drivers´ bookings are up-to-date and communicated in a timely and correct manner to the drivers;
  • Based on the log, prepares monthly reports on utilization of the drivers to the CO (or to Kyiv PSC);
  • Monitors and controls the deployment of the drivers and maintains time sheets for each driver, prepares regular reports to the CO on the deployment of each driver;
  • Controls with the project teams that drivers´ travel authorizations are prepared for out-of-Kyiv travel;
  • Controls and records daily vehicle logs and gas consumption.

4. Implements daily activities related to mail management as follows:

  • Receives mail and distributes mail to projects;
  • Operates the fax machine for the common premises and distributes incoming faxes.
  • Distributes timely any information/communication from the CO to the projects.

5. Implements activities related to reception services as follows:

  • Receives and guides visitors and meeting participants in the premises;
  • Reacts timely and communicates with the CO, on any issues related to the security of the premises.

Measurable outputs of the work assignment:
The key results expected are:

  • timely and quality common services provided to projects in the location.
  • UNDP administrative standards fully integrated in services’ provision.

Performance Indicators for evaluation of results:

  • Planning and coordinating skills;
  • Interpersonal and task management skills;
  • Quality of work and timeliness of outputs; Initiative;

Competencies

  • Knowledge of UNDP rules and procedures an advantage.
  • Good computer literacy and working knowledge of Microsoft office software packages (Word, Excel, etc).

Required Skills and Experience

  • Secondary education. Certification in administration is desirable.
  • At least 5 years of relevant practical experience in administration. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
  • Fluency in English, Ukrainian and Russian.

This is a locally recruited position and no expatriation benefits will apply.
All applications must include (as an attachment) the completed UN Personal History form (P-11) which can be downloaded from http://www.un.kiev.ua/bc/jobs/. Kindly note that the system will only allow one attachment. Applications without the completed P-11 form will be treated as incomplete and will not be considered for further assessment. 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.

DEADLINE FOR APPLICATIONS IS 05/10/2010

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. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

Qualified women are strongly encouraged to apply.