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.
Under the guidance and supervision of the Head of Arab and Gulf Liaison Office or Partnership Officer, the Administrative Assistant. AGL provides support to administrative services ensuring high quality of work
The Administrative Assistant, AGL is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow
The Administrative Assistant, AGL provides secretarial support to selected Partnership Officers’ assigned geographical portfolio which may include one or more member states, e.g. Member states in Europe, Asia & Pacific, Africa and Arab States of the Gulf; or to the assigned focus-area portfolio.
Duties and Responsibilities
| Facilitation of communications and workflow of the Liaison Office to enhance the efficiency and timeliness of operations and outputs. |
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(a) managing incoming and outgoing correspondence, e-mails and telephone calls;
(b) researching background documentation;
(c) communicating routine and some non-routine information pertaining to the work of the team;
(d) maintaining the supervisor`s calendar;
(e) establishing/maintaining the office filing and reference systems, both traditional and digital;
(f) ensuring the inter/intra-net websites are up to date and accurate.
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| Facilitation of the work of the Liaison Office’s team to ensure integrity in the use of resources and adherence to established rules and procedures. |
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(i) ERP data entry and reporting activities as originator;
(ii) applying internal procedures and tracking systems for correspondence and documents;
(iii) verifying work is completed in accordance with IFAD standards and within established deadlines;
(iv) monitoring work progress and priority cases;
(v) organizing meetings and workshops;
(vi) organizing official travel;
(vii) administering staff attendance and leave and identifying and extracting information from various sources and preparing briefing notes.
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| Provision of support to the Liaison Office staff: |
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(a) typing and/or formatting a variety of material in draft or final form including correspondence, reports and official documents;
(b) drafting standard format correspondence;
(c) preparing briefing materials for official trips or meetings as requested;
(d) proofreading all outgoing correspondence and official documents for grammatical accuracy and formatting and assuring all attachments are included;
(e) reviewing supporting documents for processing a variety of administration actions/requests and may make informal translations of correspondence. |
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Competencies
| Thematic Area |
Name |
Definition |
| Business Management |
Customer Satisfaction/Client Management |
- Ability to respond timely and appropriately with a sense of urgency,
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients’ immediate requests.
- Ability to anticipate client’s upcoming needs and concerns.
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| Administration & Operations |
Documents and records management |
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
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| Administration & Operations |
UN travel documents
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- Knowledge of regulatory frameworks and processes related to UN travel documents;
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| Administration & Operations |
Management of shipments
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- Knowledge of regulatory frameworks and processes related to management of shipments,
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| Administration & Operations |
Events management (including retreats, trainings and meetings) |
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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| Administration and Operations |
Assets management |
- Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E;
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Required Skills and Experience
| Education |
- Secondary education is required, OR
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
- Certifications in Administration and Procurement are desirable
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| Experience
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- Minimum of 4 years (with high school diploma)
- 1 year (with bachelor’s degree) of relevant experience in administration or programme support services is required.
- Experience in the use of computers, office software (MS Word, Excel, etc),
- Experience in Logistics management, Know-how in logistics support specific to position, such as Travel Management, Event organization.
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Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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