Jobs - 103552- Administrative Assistant

Administrative Assistant

Location :

Dakar, SENEGAL

Type of Contract :

Service Contract

Starting Date :

10-Jan-2022

Application Deadline :

14-Dec-21 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

1 year renewable, subject to satisfactory performance and funding

Languages Required :

English French

Expected Duration of Assignment :

1 year renewable, subject to satisfactory performance and funding

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 guidance of the Deputy Regional Director of UNODC Regional Office for West and Central Africa (ROSEN), the Administrative Assistant will provide programme support services ensuring high quality, accuracy and consistency of work.

The Administrative Assistant will work in close collaboration with the WACI and XAMU50 Programme Coordinators as well as operations, programme and project staff of Law Enforcement Section (LE) including OCWAR-T at UNODC ROSEN and country offices in the region as required to exchange information, analytic and support programme delivery.

Duties and Responsibilities

Summary of Key Functions:

Provide overall administrative, finance and logistic support to the WACI and XAMU50 Programme;

Preparation of correspondences, reports, documents and publications;

Arranging appointments, meetings and missions;

Assisting in the implementation of all project activities as demand arises;

Establishing an archive system and providing regular project updates;

Assisting the UNODC staff to identify and contact appropriate officials in government departments to obtain official support for the implementation of project activities;

Responsibility for procurement and supply of equipment needed for the project;

Assisting in the preparation of progress reports and project performance reviews;

Support to knowledge building and knowledge sharing;

Flows the execution of contracts as required for the implementation of activities, in line with procurement and financial rules;

Support the programming of the activities by the sub-recipients;

Prepare all documentation for missions and regional/national workshops and meetings;

Prepare all correspondence with partners, donors and national counterparts;

Handle all logistical arrangements for regional/national workshops and meetings;

Liaise with all related service providers and with travel agencies to purchase flight tickets for staff and workshop/meeting participants;

Monitor financial expenditure and follow-up on all financial matters related to the project;

Maintain archives of all administrative actions of the project’s portfolio;

Support all other administrative, operational and logistical aspects, as required.

Competencies

Professionalism

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by profession rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives

Planning & organizing

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Teamwork

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client orientation

Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience

Education:

Minimum first-level university degree in Business Management, Public Administration, Budget and Finance, Human Resources, Law, Political and Social Science, International Relations or other relevant discipline, is required.

Experience:

At least 3 years of relevant administrative or programme/project support experience is required at the national or international level.

Experience in the usage of computers and office software packages (MS Word, Excel, Outlook, Power Point, etc.) and experience in handling of web-based management systems.

Experience in administration, budget, finance, human resources management or related field is highly desirable.

Experience in work related to counter-drug trafficking and organized crime at the national or international level would be an advantage.

Experience in working with a UN entity is an advantage.

Languages:

Excellent written and verbal communication skills in French and English is required.