Jobs - 107443- Travel and Admin Assistant

Travel and Admin Assistant

Location :

Tashkent, UZBEKISTAN

Type of Contract :

Service Contract

Starting Date :

22-Jun-2022

Application Deadline :

06-Jul-22 (Midnight New York, USA)

Post Level :

SC-6

Duration of Initial Contract :

6 months with possible extension

Languages Required :

English Russian

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

Under the guidance of the Regional Representative for Central Asia and direct supervision of the Procurement Officer / Head of Procurement Section, the Travel and Admin Assistant provides support to office operations performing a variety of standard administrative and logistics processes ensuring high quality and accuracy of work. The Travel and Admin Assistant promotes a client, quality and results-oriented approach.

Travel and Admin Assistant works in close collaboration with the Operations, Programme and projects staff in the UNODC ROCA, UNODC POs and UNDP Administrative and Procurement units’ staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Under the overall guidance of the Regional Representative, UNODC ROCA and direct supervision of the Procurement Officer / Head of Procurement Section UNODC ROCA, the Travel and Admin Assistant provides support in efficient functioning of the Office and UNODC projects and performs the following functions:

A. Supports travel process for the Office and UNODC ROCA projects focusing on achieving the following results

Provides information to the staff on travel including options for travel route and hotel accommodation.
Acts as the Travel Administrator for ROCA region:
- Reviews requests for travel of locally recruited staff and meeting participants (for projects without admin staff at ROCA), raises Travel Requests in Umoja (UN ERP on-line system) making sure that the trip is arranged in line with travel entitlements for staff, consultants, UNODC visitors, ensuring that the travel arrangement conforms with the UN travel policy;
- Timely requests amendments or cancellations as needed and advised by travelers.
- Keeps a log-book of approved travel requests and follows up on their status.
- Acts as a travel expert / focal point for training of admin staff, provides expert advise on policies and procedures related to travel.
- Reviews invoices for tickets from the travel agencies in ROCA region, prepares and submits requests for payments for tickets.
- Works in close cooperation with Finance Unit to do regular reconciliations of payments for tickets.
- Supports ROCA and Programme Office staff and official UNODC travelers (experts, consultants, government officials, etc.) in general protocol matters related to visa issues, including preparation of NV for visa support with further submission to MFA or embassies.
- Supports international staff members and their dependents by processing requests for accreditation in accordance with requirements of government of Uzbekistan.
- Coordinates effectively with the Ministry of Foreign Affairs, Government of Uzbekistan regarding all visa and accreditation matters.

B. Provides support in administrative issues to the Office and UNODC ROCA projects focusing on achieving the following results

Coordinates ROCA pool of drivers ensuring proper use of vehicle fleet.
Keeps record of orders and drivers’ movement/workload in log-book to ensure fair distribution of tasks among the drivers.
Facilitates regular vehicles technical inspection, tracks mileage to initiate procurement of required spare parts.
Prepares monthly report/billing on cell phone, taxi, car wash, and other services if/when required;
Provides assistance in asset/inventory verification exercises.
Backstops Executive Associate when/if needed

C. Acts as a Low Value Acquisitioner for office-related needs:

Collects quotations, conducts preliminary evaluation, canvassing for further review and confirmation by Requesting Programs, Low Value Acquisitions Committee and Certifying Officers for ROCA and projects without LVA role.
Prepares Purchase Orders, local contracts in compliance with UN/UNODC rules and regulations, submits for review and signature to senior management.
Raises Shopping Carts for office-related requirements.
Assists the Programs without Requisitioner in raising Shopping Carts for Program-related requirements.
Records Service Entry Sheets for recording receipts for office-related services.
Perform other related duties as required in the scope of current position.

Competencies

Core Values:

Integrity: Demonstrate the values of the United Nations in daily activities and behaviours. Stands by decisions that are in the Organization’s interest, even if they are unpopular.

Professionalism: Substantive experience in technical and administrative functions (e.g., administrative and budget programme), familiarity with the relationship between business objectives and operations;

Respect to Diversity: Work effectively with people from all backgrounds. Do not discriminate against any individual or group.

Core Competencies:

Communication: Ability to write in clearly and concisely. Possession of effective verbal and written communication skills.

Client Orientation: Establish and sustain effective relationships within the work unit and with internal and external clients and respond to client needs promptly. Organize and prioritize work schedule to meet client needs and deadlines.

Planning and Organizing: Sound organizational skills and time management skills, ability to prioritize own work programme and to work independently or with minimum supervision, ability to deliver assignments in a timely manner.

Teamwork: Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity, including gender balance.

Required Skills and Experience

Education: Bachelor’s degree in economics, business or public administration, political or social sciences.

Experience: Minimum two years of proven experience in travel/admin/logistics is required at the national, international level as well as in the public or private sector. Knowledge of administrative and logistics procedures of the United Nations system would be desirable.

Language Requirements: Fluency in English and Russian with excellent routine correspondence drafting skills. Working knowledge of Uzbek is an asset.

Computer skills: Proficiency in Excel; good working knowledge of Outlook, Word and PowerPoint.

Qualified female candidates and people with disabilities are encouraged to apply.