Job Description
Background
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.
The Administrative Assistant works within the Administration and Common Services Unit, in overall coordination with the Programme and Operations Teams in the CO, project personnel and other UN agencies staff to provide consistent service delivery.
Institutional Arrangement:
Under the overall guidance of the Operations Manager and the direct supervision of the General Operations Specialist, and as required the Premises Management team, the Administrative Assistant supports the priority tasks associated with provision of administrative services and premises management, with a special focus on UNDP Accommodation facilities management.
Duties and Responsibilities
Summary of Key Functions:
- Ensures implementation of operational strategies
- Supports the planning and administration and common services provision in a systematic manner
- Contributes to the implementation of sourcing strategies
- Supports knowledge building and knowledge sharing.
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
- Supports full compliance of administration service provision, in keeping with UN/UNDP rules, regulations, policies, and strategies.
- Provision of inputs to the CO administration and common services business processes mapping, development of standard operating procedures (SOPs)and implementation of SOPs.
- Supports development of proposals and implementation of measures for cost savings
- Supports the Unit with timely billing and cost recovery for the services provided and timely finalization in the UN Agency Portal
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Supports the Administration and Common Services Unit with annual work planning and procurement planning, and taking forward relevant procurement activities in coordination with the procurement unit.
2. Supports the planning and administration and common services provision in a systematic manner with a focus on the following:
- Supports the premises management team with booking management for the UNDP Accommodation Facilities in Kabul, and coordinating accommodation arrangements for missions to the field;
- Supports to coordinate with UN Agencies/ non-UNDP personnel with regards to accommodation requirements, and cost-recovery;
- Supports the preparation of monthly Cost Recovery for the UNDP Accommodation, and after approval submits to Finance Unit; supports monitoring the completion of the cost- recovery process;
- Supports the premises management team with monitoring and quality assurance activities for the UNDP Accommodation, with a focus on ensuring quality and timely services are provided to guests;
- Supports the Administration and Common Services Unit with managing the provision of key services to UNDP personnel, such as mobile phone connectivity, coordination of services for business continuity arrangements, and any other services as relevant etc.
- Supports the Administration and Common Services Unit with ensuring payment business processes are done in timely manner.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
3. Contributes to the implementation of sourcing strategies:
- Assists in the collection and analysis of the market situation relating to administration services.
- Assists in planning for and the preparation of LTAs required to fulfill the services required by the Unit.
4. Supports knowledge building and knowledge sharing in the CO:
- Participation in the training for the programme, operations, and projects staff on administration and common services provision
- Sound contributions to knowledge networks and communities of practice.
Performs other duties within your functional profile as assigned by Analyst, General Operations Specialist, or Operations Manager and deemed necessary for the efficient functioning of the office.
Competencies:
Core competencies
Achieve 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 |
| Administration & Operations | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving. |
| Administration & Operations | Registry & correspondence management | Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives |
| Administration & Operations | Building, facilities & office space management | Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data |
| Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. 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. |
| Business Management | Communication | Ability to 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 |
| General (across the functions) | Project Management | Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals. |
Required Skills and Experience
Education:
- Secondary education is required.
- University degree (Bachelor’s degree) in business administration or public administration or Finance and Accounting will be given due consideration but is not a requirement.
Experience:
- Minimum of 5 years (with secondary education) or 2 years (with a bachelor’s degree) of relevant experience in administration, finance, operations services provision such as procurement services and project management.
- Experience in Microsoft Office applications (Word, Excel, etc.) and experience in working with web-based management systems such as ERP system is required.
- Experience in financial accounting on payment business processing, double entry, reconciliation is required.
- Demonstrated experience with UNDP, UN agencies or other international organizations is an advantage
- Experience in Project Management or demonstrated experience in planning , organizing, and controlling resources is an advantage.
- Experience in financial analytics and financial management is an advantage.
- Experience in General Administration such as Common Premises management including Office, Accommodation, Storage facilities, Cost recovery arrangement; Asset and inventory management.
- Experience with client engagement would be an advantage.
- Fluency in English is required.
- Fluency in the local language of duty station Dari and/or Pashto is required.
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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