Historique
Devoirs et responsabilités
- Actively monitor and prepare all the payments to be submitted to the Government of Singapore on a quarterly basis in line with the agreement signed by the Singapore Government.
- Follow up on VAT refunds
- Provide support on payment processes
- Ensure that payments are in line with the budget and the work plan
- Ensure timely payments of bills
- In consultation with the policy specialist, Malaysia Country Office and BDP HQ support to organization of procurement processes including, CAP process, preparation of RFQs, ITBs or RFPs documents, request and receipt of quotations, bids or proposals, preliminary evaluation;
- Screen applications for consultancies and internships; organize panel interviews and prepare interview reports; follow up on documentations;
- Keep track of contracts for consultants and ensure timely payment;
- Custodian of office supplies;
- Arrange travel for staff members, secondees and other.
- Manage registry email and incoming phone calls under general office number;
- Track and file incoming and outgoing mail;
- Draft standard correspondence with GCPSE counterparts.
- Manage front desk welcoming visitors and accepting deliveries during office hours;
- Follow-up with participants, management of RSVPs and registration;
- Events organized in-house: liaise with service providers to ensure smooth execution;
- Events organized outside: assist in quality assurance;
- Administrative Support to conferences, workshops and retreats.
- Maintain both electronic and hard copy filing system ensuring safekeeping of confidential materials;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports for the Center;
- Manage the office stationery supplies;
- Follow up on Human Resources requirements for the unit.
- Maintain records on assets management and prepare relevant reports;
- Provide support to maintenance of premises and common services.
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies as outlined in the Programme Operations and Policy Procedure (POPP);
- Full compliance of standard operating procedures (SOPs).
Compétences
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- 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.
- 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.
- 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.
Qualifications et expériences requises
- Secondary education and 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; Prior work experience in UNDP or the UN is an added advantage.
Language:
- Fluent in English.