Administrative Assistant

Site UNDP

UNDP hiring Administrative Assistant.

Reporting to the Manager, Regional Office, the Administrative Assistant provides administrative and logistical support to the Regional Office, including assistance to its Field Units (FU), as required.  She/he maintains close working relations with internal clients in the region as well as with UNDP and UN Agencies’ staff, and UNV’s relevant headquarters units for administrative support and coordination purposes. She/he takes on additional operational tasks as assigned by the Regional Manager to support the interests of UNV in the region under the guidance of the organization’s Strategic Framework.

Duties and Responsibilities

1. Provision of financial, administrative, and logistical support services

  • Provide financial, administrative, and operational support services to the Regional Office;
  • Establish accruals and maintain an internal expenditures control system to ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in the ERP system, and travel claims are duly processed;
  • Keep a suitable filing system for finance records and documents;
  • Prepare routine correspondence and reports in accordance with standard internal procedures;
  • Support the Regional Manager in the preparation, oversight, and maintenance of the RO’s budget, including allocations to Field Units (FU) and Field Unit Monitoring Travel (FUMT);
  • Maintain administrative control records such as commitments and expenditures. Prepare system-driven reports as required:
  • Compile basic documentation, such as statistical data on volunteer mobilization, for the region as an input into corporate exercises;
  • Support with protocol matters, registration of staff, coordination with local authorities, space management for special events and other administrative and logistical matters;
  • Maintain and classify general office files and keep information and reference material in a manner that allows easy reference and retrieval.  Collect and distribute incoming and outgoing mail and maintain accurate tracking;
  • Act as leave monitor for the RO personnel;
  • In cases where there is no UNV Field Unit in the country where the RO is located, support recruitment and other administrative needs of volunteers for the given country.

2. Support to procurement, asset management and event activities

  • Assist in procurement processes by preparing requisitions and checking their completeness and authorization/documentary support to ensure that specifications, budget provisions and all other requirements are in order; follow up and place receipts in the ERP system after goods/services have been received or rendered;
  • Support UNV HQ and UNDP Regional Bureau and Country Offices’ asset focal points on asset management, collecting, maintaining, and consolidating records of UNV assets located in Regional Offices and Field Units to ensure data in the ERP system is correct;
  • Act as administrative and logistical focal point for the organization of RO-led workshops, retreats and other events including financial budgeting, identification of procurement needs and initiates procurement action.

3. Travel management processes

  • Process travel requests in the ERP system, as per relevant procedures. Ensure availability of budget according to Chart of Account as well as competitive price from travel provider;
  • Provide information to staff on travel, including entitlements, travel route and hotel arrangement. Support arrangements for security clearance when required;
  • Process travel authorizations –including timely follow-up action on security clearances– and travel claims in a timely manner and as per travel entitlements for staff, consultants, meeting participants to RO events, etc., ensuring that travel arrangements are in compliance with UNDP rules and regulations and related travel policies;
  • Monitor and keep track record of the travel requests and expense reports from the RO and FU personnel in T&E Dashboard and take corrective actions when needed;
  • Process requests for visas for all UNV travelers, as well as hotel reservations, and requests for Resident Permit and Diplomatic Identification Card for international staff. Process applications and renewals of UN Laissez-Passer for UNV staff.

Required Skills and Experience

Education:

  • Secondary education;
  • Certification in administration, accounting or finance is highly desirable.

Experience:

  • 5 years of relevant experience in administration support services;
  • Alternatively may be accepted Bachelor degree in combination with 2 years of relevant experience in administration support services;
  • Proficiency in the use of computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
  • Knowledge of web-based management systems is highly desirable;
  • Fluency in English and in the official UN language of the Regional Office;
  • Proficiency in another official UN language is an asset.

Application deadline: 11 July 2022.

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