Office Assistant

Advertised on behalf of :

Location : Monrovia, LIBERIA
Application Deadline :22-May-22 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-1
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :6 months
Expected Duration of Assignment :1 July - 31 December 2022

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.


UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Liberia Country Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands behind women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development.  In this regard, its programming in the Country is connected to five corporate priority areas: (1) women’s leadership and political participation; (2) enhancing women’s economic empowerment; (3) engaging women in all aspects of peace and security processes; (4) advancing women’s rights to live free from violence; and (5) Implementing gender responsive budgeting and governance. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality.

Under the overall guidance of the Operations Manager and the daily supervision of the Administration Assistant, the Office Assistant will support the organization and running of the daily administrative operations of the Country Office.

Duties and Responsibilities

  • Managing filing system.
  • Handling pouch and parcels management
  • Ensure daily pouch collection from the entry gate
  • Recording information as needed.
  • Ensure protocol to visitors at the entry gates
  • Greeting clients and visitors in a professional manner.
  • Updating paperwork, maintaining documents and dispatching documents.
  • Coordinates distributions of assets to the end users according to their requests, code, record information on the asset custodian form and file
  • Ensure newspaper dispatch
  • Helping organize and maintain office common areas;
  • Ensure timely actions from Building facilities Management Unit
  • Ensure that internal issues related to office maintenance are reported to the Operations Manager;
  • Coordinate timely repairs of office equipment
  • Support Administrative Assistant in filing correspondence, office equipment and storeroom;
  • Prepare Procurement requests for office supplies and other related office
  • Performs and coordinates good receipt of assets, materials and, check the spec and signed delivery note and invoice
  • Help in organizing logistical and travel arrangements for staff and visitors.
  • Assisting in reviewing of vehicle log and preparing fuel report
  • preparing of F-10 reports
  • Assist staff to plan and execute logistical operations, including planning and coordinating meetings rooms and special seminars.
  • Prepare tea/coffee breaks for meetings;
  • Assist in binding and photocopying of documents;
  • Select and abstract pertinent material for supervisors’ review; identify complex or sensitive and confidential material for special treatment and attention by supervisors.
  • Participate in the organization and preparation of the official meetings and staff meetings;
  • Perform other administrative tasks as assigned by supervisor


  • Ability to effectively use standard office software, such as MS Office (Word, Outlook, Excel, Power Point).
  • good typing skills. Ability to organize work systematically, set priorities and meet deadlines.
  • Excellent verbal and written communication skills.
  • Active listening skills
  • Strong organisational skills to plan, prioritise and execute duties.
  •  Ability to structure and convey information in an appropriate format and timely, ensuring accuracy and consistency.
  • A cooperative spirit, flexibility and openness to work in an international environment are needed.
  • Utmost tact, discretion, courtesy and trustworthiness are essential personal attributes.
  • Strong degree of creativity and ability to work with others smoothly.
  • hard-working and able to undertake a variety of office support tasks and work diligently under pressure.
  • Must be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results;
  • Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills;
  • Monitor level of supplies and handle shortages;
  • Strong attention to detail
  • Perform receptionist duties when needed

Required Skills and Experience




  • Completion of secondary education is required;





  • At least 2 years of progressively responsible experience in administration;
  • clerical and filing experience is an asset.
  • Proven experience as a office assistant, or in another relevant administrative role



Language Requirements:


  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset;



At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.  All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

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© 2016 United Nations Development Programme