Background 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. Under the direct supervision of the Administration Officer and the overall supervision of the Programme Manager, the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the OHCHR and other UN agencies staff to ensure consistent service delivery.
Functions / Key Results Expected
Summary of Key Functions:
Implementation of operational strategies Provision of administrative and logistical support Provision of support to office maintenance and assets management Support to knowledge building and knowledge sharing1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN/OHCHR rules, regulations, policies and strategies. Provision of inputs to preparation of administrative team results-oriented workplans.2. Provides administrative and logistical support, focusing on achievement of the following results:
Support the receipt of shipments, customs clearance arrangements, preparation of documents for OHCHR shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance. Arrangement of travel and hotel reservations, preparation of travel authorizations. Support the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, preparation of low value acquisition purchase orders. Support the creation of vendors (request support documents and complete vendor form accordingly). Request and review proforma invoices from vendors before processing tax exemption orders. Support the process of requesting tax exemption orders through UNDP. Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. Administrative and logistics support to organization of conferences, workshops, retreats. Collection of information for DSA, travel agencies and other administrative surveys. Preparation of routine correspondence, faxes, memoranda and reports in accordance with OHCHR SOP. Extracting, inputting, copying and filing data from various sources. Maintenance of files in Administrative Unit Perform other administrative duties as required.3. Provides support to office maintenance and assets management, focusing on achievement of the following results:
Collection of information on assets management, maintenance of records and files on assets management. Maintenance of files and records relevant to office maintenance.4. Provides support to knowledge building and knowledge sharing in the OHCHR, focusing on achievement of the following results:
Participation in the training for the operations/projects staff on administration. Contributions to knowledge networks and communities of practice. Competencies Operational Effectiveness Managing Data Managing Documents, Correspondence and Reports Planning, Organizing and Multi-tasking Required Skills and Experience Education: Secondary education. Studies in administration is desirable.Experience:
4 years of relevant administrative experience. Experience withing UN System is a plus. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.Language Requirements:
For the position advertised, fluency in Spanish (both oral and written) is required. Knowledge of English is desirable.This vacancy is archived.