Administrative Assistant

Full Time

United Nations Volunteers

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will ensure the following:

Maintenance of an Inventory Management system focusing on achievement of the following results:

  • Support in maintenance of the stores management system in accordance with UNDP regulations.
  • Receiving of goods from various suppliers and ensure that stock records have been opened
  • Record all goods received are updated in stock records.
  • Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of stores items.
  • Prepare quarterly cost recoveries for all items issued to the programs and submit to finance.

 

Effective Transport management focusing on achievement of the following results:

  • Support in Maintenance of an efficient transport management system to ensure that trips are properly planned, and that transport is timely allocated to staff
  • Support in reviewing Drivers Logbooks on weekly basis, to ensure that all trips made are properly authorized
  • Support with monthly fuel reconciliations and cost recoveries

Effective Protocol services focusing on achievement of the following results:

  • Timely receipt of requests for Visas, Permits and invitation letters from eligible staff
  • Timely processing of requests received by ensuring that all required documents are submitted to the government departments on time
  • Follow up with government departments such as Ministry of Foreign Affairs, Immigration Department to ensure that approved documents are received on time
  • Communicate effectively with UNDP officials requiring protocol services and provide guidance on all the steps to be followed.
  • Assist with UNDP Vehicle registrations and deregistration by ensuring that all required steps are followed and timely submission of documents to the government departments.
  • Assist with processing of waivers for international shipments to ensure timely clearance of goods.
  • Maintain up to date records for all documentation issued.

Other administrative duties

  • Supporting the Administrative Associate to ensure that the CO is ready for internal audits
  • Backstopping the registry clerk in his absence
  • Any other related tasks as may be required or assigned by the supervisor.
 Bachelor degree or equivalent

  • Minimum of a Degree in Business Administration or area related to Logistics and Supply Chain Management.
 12 Months

  • At least one year of professional work experience at the national and/or international level in Administration, or supply chain, or other relevant programmes; experience with programme support is an asset, as is experience working in the UN or other international development organization

  • English(Mandatory), Level – Fluent
 Administration and administrative assistance

  • Excellent oral and written skills; excellent drafting, formulation, reporting skills.
  • Accuracy and professionalism in document production and editing.
  • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development.
  • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
  • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
  • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
  • Sound security awareness.
  • Have affinity with or interest in developmental work, volunteerism as a mechanism for durable development, and the UN System.

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