Org. Setting and ReportingThis position is located in the Programme Office of Mozambique (POMOZ), Regional Office for Southern Africa (ROSAF), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), with duty station in Maputo, Mozambique. The Administrative Assistant will work under the overall guidance of the Regional Representative and the direct supervision of the Head of Programme Office in Mozambique. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin assigned authority, the Administrative Assistant will be responsible for the following specific duties: • Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff. • Research, compile, and summarize background materials for use in preparation of reports, briefs, speeches, etc. • Maintain calendar/schedules; monitor changes and communicate relevant information to the Head of Office or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports; prepares and processes confidential information. • Maintain files of rules, regulations, administrative instructions, and other related documentation; assist in the development of office administrative systems and procedures. • Maintains up-to-date work unit files (both paper and electronic). • Draft a variety of correspondence, prepare, type, and edit documents, including letters, memos, invoices, and reports, create and maintain electronic and paper filing systems and manage and update relevant databases as appropriate. • Order and maintain office supplies, manage office equipment and arrange for repairs and supervise and assign and review the work of more junior staff. • Calculates transportation costs (air, rail, car) including lump-sum requests with travel time and, excess baggage entitlements for staff and dependents; complete and approve Umoja travel requests with the maximum entitlement, the fare basis and the overall transportation cost not to be exceeded by the travel agency; • Create LVA purchase orders in Umoja for submission to certifying officer • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned. Competencies• PROFESSIONALISM: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of experience in administrative services or related area is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system is required. Work experience with advanced computer applications (MS Word, Excel, Powerpoint, Internet, Email, etc.) is required. Experience working with SAP and/or other United Nations platforms such as Umoja, Inspira or similar is desirable Experience with international or UN financial rules and regulations and the budgetary policies is desirable. Experience with human processes and management in an international setting is desirable. Experience in organizing meetings, retreats, conferences, and events, ensuring smooth logistics and clear communication channels between all involved parties is desirable. Work experience within the United Nations system or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).