UNDP Jobs: Admin and Coordination Assistant

Admin and Coordination Assistant
319 Nov 2024

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Business Management	Registry & correspondence management	Ability to collect, register, maintain and deliver
Business Direction and Strategy	Administrative management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Operations : Administration, Procurement, logistic, Finance	Accounting (General)	Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Administration and Operations	Events Management (including retreats, training and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation.
Procurement	Procurement management	The ability to acquire goods, services or works from an outside external source

NPSA (Short-Term)
GERMANY
Berlin
3 months with possibility of extension

Scope of Work
Under the overall supervision of the GRO Director and the direct supervision of Project Manager the GRO Admin and coordination Assistant, will perform the below duties and responsibilities:

Administrative Support:

Organizing and maintaining the office and director's calendar, scheduling meetings, appointments, and events.
Arranging meetings, preparing agendas, taking minutes, and following up on action items or next steps.
Develop and prepare official meeting agendas for the office’s engagements, ensuring that all necessary materials are ready in advance.
Drafting, editing, and proofreading documents, reports, and presentations.
Organizing business trips, including booking flights, hotels, transportation, and preparing travel itineraries.
Liaise with internal and external stakeholders to facilitate smooth and productive meetings.
Track and ensure follow-up actions after meetings are completed.
Other related duties as required

Provide effective logistical services to the project, focusing on achievement of the following results:

Assist project personnel and national/ international consultants to arrange travel, i.e. support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services.
Ensure timely submission of correctly completed travel claims through UnALL/ Quantum.
Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials.
Arrange translation of documents when required.
Other related duties as required

Provide procurement support, focusing on achievement of the following results:

Provide Procurement support to events of UNDP-GRO and FIT Projects.
Support Coordination with various suppliers/service providers needed for workshops and conferences (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers.
Ensure sufficient supplies have been acquired and venue arrangement are procured timely and complete.
Other related duties as required

Required Skills and Experience

Min. Education requirements	Completion of Secondary Education is required or Bachelor’s degree in management/ business/ public administration/ financial management and any other related fields will be given due consideration Strong organizational and multitasking abilities.
Min. years of relevant work experience	Minimum 5 years with secondary education or 2 years with university degree of progressively responsible administrative and Procurement experience is required at the national level.
Required skills	Good interpersonal skills, ability to work inclusively and collaboratively with a broad range of internal and external partners. Excellent communication and interpersonal skills, with the ability to coordinate with high-level officials. Experience in project Management, procurement, finance is required. Solid overall computer literacy (MS office applications) Self-motivated, able to work under minimum supervision Proficiency in office software and tools for communication and document management.
Desired skills in addition to the competencies covered in the Competencies section	Experience working with UN organisations or other international development organisations an asset
Required Language(s)	Fluent English and German (oral and written),
Professional Certificates	n/a

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers himself/herself to be suitable for the position.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

English