Jobs - 41675- Administrative Assistant, UNDSS

Administrative Assistant, UNDSS

Location :

Kuala Lumpur, MALAYSIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

23-Nov-13 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

one year, with possibility of extension

Languages Required :

English

Expected Duration of Assignment :

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.

Background

The UNDSS Office would like to contract a suitably qualified Malaysian to fill the post of Administrative Assistant.

Please follow the application instructions below (bearing in mind to upload the P-11 form instead of your CV/resume). APPLICATIONS WITHOUT THE FULLY COMPLETED P-11 FORM WILL NOT BE CONSIDERED.
1) Please click on the "Apply now" button.
2) Input your information in the appropriate Sections : personal information, language proficiency, education, resume and motivation. You can type in, or paste your Resume into the last box.
3) Upon completion of the first page, please hit "submit application" tab at the end of the page.
4) On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed (if possible) UNDP Personal History Form (P-11) which can be downloaded at http://www.undp.org.my/page.php?pid=9&menu=sub&title=Join_Us
When completing the Form and, even though not currently requested, please include email addresses for your Supervisors. Without the completed and signed P11, your application will not be considered.
5) Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
6) Only applications received on the website with the completed P-11 will be considered for this position.

Whilst we appreciate the individual effort put into your application, only short-listed candidates will be notified.

Duties and Responsibilities

The Administrative Assistant is the main administrative and secretarial resource of the UNDSS Office in Malaysia, serving as a back-up to the Security Adviser (SA) and the Local Security Assistant (LSA) in the execution of their various functions.

The specific duties of the Administrative Assistant will be as follows:

1) Liaising and following-up with UNDP Operations on all administrative issues of interest to the UNDSS office, including budgetary issues, ATLAS, payments and procurement, and keeping the SA informed of all developments.
2) Receiving visitors to the UNDSS office, arranging appointments and meetings and taking minutes of meetings when required.
3) Undertaking all logistics work in the office, including equipment inventories, which must be updated every three months.
4) Managing office stationery supplies, including maintenance of stock, distribution to office staff as required and keeping a distribution log.
5) Coordinating travel arrangements and hotel reservations for internal travel by office staff, including the preparation of travel authorizations, etc.
6) Assisting in the preparation of documents for meetings and/or training material.
7) Providing administrative support to conferences, workshops and/or training sessions for staff.
8) Assisting the LSA, when required, in updating residential zones and staff lists, which must be done every three months.
9) Conducting research and/or extracting data from various sources as requested by the SA or LSA.
10) Making sure the files of the UNDSS office are well kept and operational, ensuring the safekeeping of confidential material.
11) Participating in training of UNDP operations staff on administrative issues as appropriate.
12) Assisting the SA and LSA in all other matters, as requested by them.
13) Maintain UNDSS vehicle and ensure it is kept in operational condition at all times.
14) Drive the SA and office staff to all official functions/ events when required.

Competencies

Corporate Competencies:

- Demonstrates commitment to UNDP’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, knowledge of ERP
- 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

Required Skills and Experience

Qualifications/experience sought:
• Completed secondary school. Certification in administration desirable.
• 3 to 5 years of relevant experience in administration or programme support service.
• Prior experience of working with the UN would be an asset.
• Full working knowledge of English and Bahasa Malaysia.
• Proficiency in the use of computers and office software packages, including Microsoft applications, such as Word and Excel.
• Experience in the use of general office equipment, such as printers, photocopiers, scanners, shredders, binding machines, etc.