Context
UNFPA Algeria relocated to new premises in 2016. The new premises are also housing 4 other agencies. UNWOMEN and UNICRI as part of the common premises agreement and two additional agencies UNIDO and UNESCO are sub leasing space from UNFPA.
Under the direct guidance and supervision of the UNFPA Administrative Finance Associate and overall supervision of the UNFPA Representative, the Administrative Assistant provides 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 Operations, Programme staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
2. Job Purpose
The Administrative Assistant delivers quality services in administration and finance to New premises cost sharing agencies and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO. S/he supervises personnel of security and cleaning company3. Major Activities/Expected Results
1/Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UNFPA 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 results-oriented workplans. 2/ Ensures effective and efficient functioning of the common premises, focusing on achievement of the following results:
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and documenting key matters via minutes.
- Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
- Translation of relevant correspondences, when needed.
3/ Ensures effective administrative and logistical support to organization of common services, focusing on achievement of the following results - Management of essential supplies for the common premises meeting room including maintenance of premises and supervision of cleaners, gardeners, security guards.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Maintenance of the admin common premises filing system ensuring safekeeping of confidential materials.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Assistance in the preparation of budget, provision of information for audit.
- Performance of a Buyer role in Atlas and preparation of POs for travel activities.
- 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 for identity cards and other documents for the common premises.
- Extraction of data from various sources.
- Back up for team members when necessary which includes:
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report. Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Administrative support to conferences, workshops, retreats.
- Organization of shipments, customs clearance arrangements, preparation of documents for common premises shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
4/ Provides support to office maintenance and assets management, focusing on achievement of the following results: - Maintenance of records on assets management, preparation of reports.
- Maintenance of files and records relevant to office maintenance
- Provision of all necessary support to maintenance of common premises and common services
5/ Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: - Participation in the training for the operations/projects staff on administration.
- Sound contributions to knowledge networks and communities of practice.
4. Work Relations
The Administrative Assistant works closely and collaborates with the operations units for UNFPA, UNWOMEN, UNICRI, UNIDO & UNESCO to ensure a coordinated approach to delivering results.
5. Job Requirements
Education:
Academic Requirements:
- Secondary education. Certification in administration desirable. University degree will be an advantage.
Knowledge and Experience:
Experience:
- 5 years previous relevant work experience;
- Previous experience in the UN will be an advantage;
- Strong interpersonal and organizational skills;
- Computer literacy - Word, Excel, Power-point, etc.;
- Good knowledge of Atlas / PeopleSoft or other ERP system is desirable
- Good writing and communication skills;
- Demonstrated ability to work in a team environment.
Languages: Fluency in written and oral French, Arabic and English.
Computer skills: Proficiency in current office software applications (MS Word, Excel, etc). Knowledge of Atlas application is an asset.
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing cultural diversity
- Embracing change
Core Competencies:
- Achieving results
- Being accountable
- Developing and applying professional expertise/ business acumen
- Thinking analytically
- Working in teams/ managing ourselves and our relationships
- Communicating skills
Functional Skill Set:
- Business Acumen
- Client orientation
- Delivering results-based programme
Languages:
Fluency in written and spoken French, Arabic and English
HOW TO APPLY:
Les candidats sont priés de consulter le site ci-après:
Pour télécharger leur P11, le renseigner et soumettre les documents suivants à l'adresse
e-mail : algeria.recruit2015@unfpa.org
- Leurs CV
- Leurs lettre de motivation
- Leurs P11
