Administrative Assistant (UNDSS), Addis Ababa, Ethiopia

Background

Under the  guidance and supervision of the Chief Security Adviser (CSA) or the Field Security Coordination Officer (FSCO)/ or Designated Supervisor by (CSA); the Administrative Assistant provide support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.  The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the (Chief) Security Adviser (CSA), UNDSS Staff, UNDP  and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:   Implementation of operational strategies Support to effective and efficient functioning of the unit Support to Administrative and logistical services Support to office maintenance and asset management Support to knowledge building and knowledge sharing Duties and Responsibilities: 1. Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UNDSS /UNDP rules, regulations, policies and strategies; Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); Provision of inputs to preparation of administrative team results-oriented work plans. 2.  Ensures Effective and Efficient Functioning of the unit (UNDSS Office), focusing on achievement of the following results: Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes; Compilation and preparation of briefing and presentation materials, speeches, background information and documenting of meetings and missions; Translation of simple correspondences, when needed. 3.  Ensures efficient administrative and logistical support , focusing on achievement of the following results: Organization and coordination of shipments and customs clearance arrangements, preparation of documents for UNDSS shipments (received/sent).  Preparation of all necessary documentation, implementing of follow-up actions; Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses; Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs; Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for Visas, identify cards and other documents; Administrative support to conferences, workshops, retreats; Collection of information for DSA, travel agencies, and other administrative surveys, surveys for organization of common services; Maintenance of the filing system ensuring safekeeping of confidential materials; Custodian of management of office stationary supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution; Extraction of data from various sources; Follow-up on deadlines commitments made, actions taken and coordination of collection and submission of the reports to head of unit; Assistance in the preparation of budget, provision of information for audit; Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. 4.   Provides support to office maintenance and assets management, focusing on achievement of the following result: Maintenance of records on assets management, preparation of reports; Maintenance of files and records relevant to office maintenance; Provision of support to maintenance of common premises and common services. 5.   Support for Knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: Participation in the training for the operation/projects staff on administration; Sound contribution to knowledge networks and communities of practice.

Competencies

Core Competencies: Demonstrates commitment to UNDSS’s mission, Vision and Values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies: Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems Ability to perform work of confidential nature and handle a large volume of work Good knowledge of administrative rules and regulations Strong IT skills, knowledge of Atlas Ability to provide input to business processes re-engineering, implementation of new systems Leadership and Self-Management Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and positive, constructive attitude Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:     University Degree in Business Administration, Public Administration or in a related field of study. Experience: 2 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Language Requirements:     Fluency in the UN and national language of the duty station.

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.

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