BackgroundUnder the guidance and supervision of the Deputy Country Director - DCD (Operations)/ Operations Specialist, 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 CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and ResponsibilitiesSummary of Key Functions:
- Implementation of operational strategies
- Support to effective and efficient functioning of the unit (DCD’s office/operations unit/ administrative unit)
- Implementation of Human Resources (HR) services
- Support to knowledge building and knowledge sharing
- 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 work plans.
- Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels.
- Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas. Preparation of contracts (Temporary Appointment -TA, Fixed-Term Appointment-FTA, Service Contract-SC).
- Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
- Maintenance of the CO staffing table.
- Collection of background information for submissions to the Local Appointment and Promotion Board (LAPB).
- Update of the CO rosters.
- Maintenance of proper filing system for HR records and documents.
- Provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies.
- Management of the Deputy Country Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
- Efficient and discreet management of the Deputy Country Director’s schedules
- Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
- Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
- Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
- Use of automated office management system
- 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. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.
- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
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
UNDP Procurement Certification programme
Required Skills and ExperienceEducation
- Secondary education. Certification in administration desirable.
- 3 to 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.
- Fluency in English and Vietnamese.