UNDP Jobs - 96469- Administrative Assistant

Administrative Assistant

Location :

Tbilisi, GEORGIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

05-Feb-21 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

6 months, extendable

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

Under the overall supervision of the UNCTAD ASYCUDA Regional Coordinator for Eastern Europe and Central Asia the incumbent will provide administrative support for smooth implementation of the UNCTAD project in compliance with all relevant UNCTAD rules and regulations.

Duties and Responsibilities

Some specific tasks of the Admin Finance Assistant would include:

Provision of administrative services:

Set up and maintain project files
Collect project related information data
Assist the National Project Manager to update project work plans
Administer Project Board meetings
Provide administrative support to meetings and seminars organized in the frame of the project. This includes preparing budgets and other materials for the meetings, coordinating travel and lodging of participants, paying DSA, etc.
Coordinate travel arrangements and logistical issues including shipments and customs clearance; Make necessary arrangements for the international and national experts’ missions, advise the stakeholders on all aspects of mission programming and logistics.
Secure the maintenance of the project vehicle and keep track of logbook.

Project documentation management:

Review and maintain incoming and outgoing communications; draft correspondences, memos.
Maintain project filing system. Register and keep track of contracts and other documents related to the project according to the relevant UNCTAD rules and regulations.
Ensure Donor visibility in daily implementation of the project
Compile, copy and distribute all project reports

Financial, Procurement and HR Management, Monitoring and reporting

Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased services and materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
Prepare interagency financial decentralisation requests and ensure it is accompanied with original and legal documentation that support this request for payment.
Monitor local staff attendance and leave records;
Support in recruiting temporary experts/consultants in compliance with UNDP recruitment procedures and carry out salary and/or other eligible expenses of the staff (i.e. DSA, travel, etc.) payment arrangements according to existing contracts; Prepare documentation for the staff performance evaluation. Keep log of all contracts and support the team in renewal of these contracts upon expiration.
Perform other duties as requested by the UNCTAD ASYCUDA Regional Coordinator and National Project Manager

Competencies

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others.
Respect for cultural diversity and gender equality.

Functional Competencies:

Job Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments
Demonstrates ability to identify problems and proposes solutions
Uses information/databases/other management systems

Client Orientation: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Responds to client needs promptly

Promoting Accountability and Results-Based Management: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Required Skills and Experience

Education:

Bachelor’s Degree in Business Administration, IT, Engineering or related field

Experience:

Minimum 5 years of work experiences in project administrative work. Experience of work in a governmental agency is an advantage; Knowledge of Customs and trade specifics is an advantage
Experience of providing support to ICT projects is required. Experience in providing project support and/or coordination of activities with UN agencies or EU institutions, or other donor or international organizations is an advantage
Strong experience in preparation of work-plans, implementation plans and progress reports is required;
Experience in preparation of presentations, meetings and administrative documentation for projects; Experience in preparation presentations, meetings, trainings for governmental officials is an advantage;
Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint is required. Advanced knowledge of ICT technology is an advantage.

Language Requirements:

Fluency in written and spoken Georgian and English is required.