Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
In Bosnia and Herzegovina (BIH), in line with its 2021-2025 Country Programme, UNDP focuses on sustainable and inclusive growth, people-centered governance and social cohesion. UNDP is fully committed to support BIH with regards to its Agenda 2030 commitments as well as the European Union (EU) accession process. The UNDP Country Programme Document for BiH outcomes correspond to three outcomes of the UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025 (outcome 1 on resilient, sustainable and inclusive growth, outcome 4 on accountable and transparent governance systems, and outcome 5 on social cohesion and trust). The Operations and Administrative Assistant will work under the overall supervision of Head of Operations/Assistant Resident Representative and direct supervision of Head of Admin Unit. The Operations and Administrative Assistant provides support to office operations, including fleet management, and performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations and Administrative Assistant promotes a client, quality and results-oriented approach. The Operations and Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
2. Provide Administrative and Logistics Support
Support to Common Premises & Common Services (CP&CS) management through: Keeping updated records on office space occupied by the agencies and UNDP projects/programmes; Preparing information on office space/staff occupancy by Agency each month. Maintains list of furniture/small items and support managing UNDP assets; Supports collection of information for administrative surveys; Manages office supplies orders for CO Operations Unit; Preparation of routine correspondence, memoranda and reports in accordance with CO Standard Operations Procedure (SOP); Maintaining respective filing systems, ensuring safekeeping of confidential materials.3. Provide Administrative Support to Head of Operations/ARR
Administrative support to Head of Operations/Assistant Resident Representative in relation to the work of Operations Management Team (OMT) and Business Operations Strategy (BOS).4. Support knowledge building and sharing in the Country Office.
Help organize and participate in training for the operations/projects staff on administration. Provide sound contributions to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
The incumbent will work under direct supervision of the Head of Admin Unit and overall supervision of Head of Operations/Assistant Resident Representative.
CompetenciesAchieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies Thematic Area
Name
Definition Business Direction & Strategy
Business Acumen
Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome
Ability to make good judgments and quick decisions within such frameworks.
Knowledge and understanding of the operational frameworks in the organization.
Business ManagementCommunication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Administration & OperationsTravel contract management
Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.
Administration & OperationsTravel policy and procedures
Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
Administration & OperationsVehicle management
Knowledge of policy & procedures on fleet management;