Administration Assistant

Overview

Provide administrative support and manage travel for the Country Office.

You have:

• Secondary education is required.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but is not a requirement.
• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration, operations or programme support services.
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
• At least one experience in administration services and/or operations support roles is required.
• Fluency in the UN language of the duty station is required.
• Fluency in Arabic is required.
• Working knowledge of English is an asset.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,072 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

I. Background and Organizational Context The UNDP Tunisia Country Office (CO) leads UNDP’s support to Tunisia in the achievement of its national human and sustainable development objectives in alignment with its national Agenda 2030 and the Paris Climate Agreement commitments. UNDP Tunisia works on areas such as 1) inclusive growth and human development; 2) climate action, environment, energy and disaster risk reduction; and 3) governance (inclusive political processes, responsive institutions, rule of law, social cohesion, electoral support, HIV/health and empowerment of women and youth.

The UNDP Resident Representative (RR) leads and oversees the work of the Country Office, seconded by the Deputy Resident Representative. The Country Office includes a total of 100 staff and personnel and a delivery of $12-$15 million in programmatic support to Tunisia annually. The RR also leads UNDP Tunisia’s efforts in cultivating, building, and nurturing strategic relationships and alliances which are essential for advancing and successfully achieving the mission of UNDP, including with the Government of Tunisia, existing and emerging donor countries, multilateral institutions such as the IFIs, the European Union, civil society, the private sector, foundations, academia and think tanks, the wider UN system, as well as global, regional and national media. As a trusted and impartial partner working at the intersection of social, economic and environmental agendas in Tunisia, UNDP plays a central role in supporting Tunisia’s progress towards achieving the Sustainable Development Goals and has supported the Government to develop and revise its Nationally Determined Contributions (NDCs) for climate action.

II. Position Purpose Under the supervision of the Administration Associate , the Administration Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. In particular, the Administration Assistant leads on the provision of travel support to the Country Office. The Administration Assistant may coordinate and supervise drivers. The Administration Assistant promotes a client, quality and results-oriented approach. In addition, the Administration Assistant backstops the Administration Associate in supporting the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data; and executes processes and transactions ensuring high quality and accuracy of work. The Administration Assistant promotes a client, quality and results-oriented approach.

The Administration Assistant works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

III. Key Duties and Accountabilities 1.) Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

Duties: - Assist in full compliance of administrative management and inventory, ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with in all CO units. - Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2.) Provide effective travel management services

Duties: - Provide information to staff on travel including entitlements, travel route and hotel arrangements. - Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and competitive prices. - Process Purchase Orders for travel (tickets and DSA) in ERP. Ensure availability of budget according to PTA Authorization. - Make hotel reservations for visiting UN/UNDP officials. Arrange for airport pick-up of high-level officials and provide support to expedite customs and immigration procedures, as necessary. - Process requests for visas for all UN travelers, and requests for Resident Permit and Diplomatic Identification Cards for international staff. Support processing of application and renewal of UNLP, and safekeeping of staff passports. - Process cost-recovery bills in ERP for the travel services provided by UNDP to other Agencies; and reconcile settlements to be paid by the Finance Unit. Facilitate processing of payments to travel vendors and agents. - Prepare routine correspondence, memoranda and reports in accordance with Country Office Standard Operating Procedures (SOP) relating to travel, in coordination with relevant units.

3.) Provide support for effective administrative and financial control in the country office.

Duties: - Assist in the preparation of the unit budget. - Maintain administrative control records such as commitments and expenditures. - Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. - Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs. Organize shipments and customs clearance arrangements. Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. Perform Buyer role in ERP. - Coordinate the UNDP vehicle fleet. Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report. - Maintain files and records relevant to office maintenance. - Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. - Overall document (hard or electronic) management; registry and retention policy including storing and archiving - Provide support to the annual physical inventory verification exercise by checking the accuracy of records and location of property. - Support maintenance of records on assets management and prepare reports. Extract, input, copy and file data from various sources. - Review and verify documents on vendor creation set-up information in ERP - Provide administrative support to organization of conferences, workshops, retreats

4.) Contribute to implementation of cost-competitive sourcing strategy in the Country Office.

Duties: - Collect and analyze information on market situation in travel service area. Conduct surveys and biddings of travel services. - Support the conducting of Daily Subsistence Allowance (DSA) surveys and hotel surveys. Analyze and prepare reports on most competitive prices and service quality of hotels. Submit reports to HQ and distribute Hotel list to all UN agencies. - Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Supervisory/Managerial Responsibilities: None IV. Requirements: Note to applicants: All applicants must ensure that their CVs and/or P11s describe if and to which extent the above requirements are met to be considered for the position, as applicants whose CVs do not reflect the required language, education, experience, knowledge and skills listed below will not be considered for the position. Education - Secondary education is required - University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but is not a requirement.

Experience, Knowledge, and Skills - Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration, operations or programme support services. - Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required. - At least one experience in administration services and/or operations support roles is required. - Prior experience with an international organization is desirable. - Experience in travel management and/or fleet management is desirable.

Language Requirements - Fluency in the UN language of the duty station is required - Fluency in Arabic is required. - Working knowledge of English is an asset.

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here

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 (insert up to 7 competencies)

Thematic Area Name Definition 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 Operations Management - Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. - Knowledge of relevant concepts and mechanisms

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

Business Management Working with Evidence and Data - Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration & Operations Asset Management - Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, - perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations Inventory management - Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

V**. Keywords**

Travel management

Administrative Services

Administrative Operations

Operations Support

Asset management

Inventory Control

Finance

Accounting

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

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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Potential interview questions