ADMIN ASSISTANT - NATIONAL CONSULTANT

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Application deadline 2 years ago: Wednesday 23 Mar 2022 at 23:59 UTC

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Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

Under the direct supervision of the Global Fund Project Associate, The Administrative Assistant is responsible for supporting the office with administrative services, logistics and human resources. To contribute to a better coordination and efficiency of the Project Management Unit (PMU)- Global Fund).

Duties and Responsibilities

Objective of the assignment

The Individual Contract will serve to cover the vacations of the post holder for 28 days starting from March 28th to April 9th, 2022.

Duties and Responsibilities:

The Administrative Assistant will have the following key functions:

  • Receive, methodically file documents (papers, letters, etc.),
  • Maintain files in good uniform, ensure reproduction (scan, email, photocopying and assembly of various documents) and filing.
  • Support in the preparation of agendas and other relevant documents for meetings and trainings and preparation of meeting reports.
  • Manage the distribution of supplies (stock of consumables) of the project and support the unit of PSM and CO (country office) in the management of assets.
  • Provide administrative and logistical support for various missions and travel of project members.
  • Arrange appointments and maintain a manual and electronic calendar for this purpose.
  • Prepare and organize all meetings, including logistical support to ensure successful communications.
  • Contact and support partners for meetings, conferences, travel (including field visits), related to project needs.
  • Assist with logistical coordination and project vehicles.
  • Provide logistical and administrative support to other project units and to the organization of various audits.
  • Provide administrative support for data entry in UNDP and UN databases (ATLAS, UNDSS, etc.). Perform any other tasks as assigned by his/her supervisor and the project coordinator.

Competencies

  • Demonstrates a strong commitment to the mission, vision, and values of UNDP.
  • Demonstrates adaptability and sensitivity to cultural, gender, religious, racial, national and age differences.
  • Capacity to share experience and knowledge
  • Knowledge development through learning in one or more areas of practice and acquisition of new skills.
  • Application of newly acquired skills

Knowledge development and learning

  • Ability to share experience and knowledge
  • Knowledge development through learning in one or more practice areas and acquiring new skills.
  • Application of newly acquired skills.

Required Skills and Experience

  • Ability to perform a variety of standard tasks aimed at achieving results, and to provide the required information.
  • Good knowledge of UNDP rules and procedures in the areas of intervention.
  • Accepts additional responsibilities as required by the needs of the department.
  • Takes initiative in consultation with supervisor
  • Ability to work in a team environment. Behavioral Competencies
  • Consistently approaches work with energy and a positive, constructive attitude
  • Maintains composure, self-control, and good humor even under pressure
  • Strive for client satisfaction, while adhering to UNDP rules and procedures
  • Responds positively to feedback,
  • Is open to operational changes

Ability to adapt to new ways of working and learning Required Skills and Experience

Education: Additional technical training in management, administration, secretarial services, human resources, communication, or another relevant field is desirable.

  • Excellent computer skills (Microsoft Office, Internet).

Experience: Minimum three years in the field of Administration.

Language requirements: Working knowledge of English is required, Portuguese and/or French is an asset.

Criteria

Technical 70%

  • Criteria A: Academic Background 15%
  • Criteria B: Experience according to the Terms of Reference 25%
  • Criteria C: Competencies as per the Terms of Reference 15%
  • Criteria D: Understanding the Terms of Reference 15%
  • Criteria E: Methodology and general approach 15%
  • Criteria F: Overall quality of the proposal (Scope, structure, language, and clarity) 15%
Added 2 years ago - Updated 2 years ago - Source: jobs.undp.org