Administrative and Operations Assistant

Volunteering Admin

Overview

Provide support to the Timbuktoo team for administrative and operational processes.

You have:

• Relevant experience in administration, operations or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Fluency in both written and spoken English.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The UNV (Administrative and Operation Assistant) will provide support to the Timbuktoo team performing a variety of standard administrative and operational processes ensuring high quality and accuracy of work. She/he will promote a client, quality and results-oriented approach and work in close collaboration with the Operations team and other UN agencies staff to exchange information and ensure consistent service delivery.

Under the direct guidance and supervision of the Operations Manager, the volunteer will undertake the following tasks: • Ensure implementation of operational strategies • Ensure maintenance of registry system for Timbuktoo • Ensure effective administrative and logistical support to Timbuktoo • Ensure provision of effective mail management using the office intranet and E-documentation to the CO and RSC • Support knowledge building and knowledge sharing in the CO and the RSC • Provide support for the organization of meetings/ events including logistics, ad-ministrative and procurement support. • Provide administrative and logistical support to the team, responsible for preparation of travel requests and submission of travel related documents for staff and meeting participants, including follow up on timely closures of the travel requests for the team • Assist in procurement of goods and services including Individual Contracts, Con-tracts for Professional Services, LTAs and ensure supporting documentation needed for contract files is obtained • Process payments of ICs, contractual services and vendors and provide quality checks of vouchers in terms of accuracy and documentation. • Provide oversight and control of all supporting documents submitted for procurement, recruitment and payments, including regular follow up and status reports on all open cases, ensuring corrective actions on un-posted POs, vouchers and GSSU requests. • Monitor all Individual and Professional contracts issued for the team includ-ing regular follow up on expiration dates, timely extensions and pending payments. • Organize and maintain internal databases including contacts lists and shared folders. • Maintain the filing system ensuring safekeeping of important team materi-als. Use of automated filing system for easy retrieval of documents. • Any other functions to be assigned by the supervisor

☒ Adaptability and Flexibility ☒ Commitment and Motivation ☒ Communication ☒ Ethics and Values ☒ Integrity ☒ Knowledge Sharing ☒ Professionalism ☒ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☒ Working in Teams

• Relevant experience in administration, operations or programme support service. • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). • Experience in handling of web-based management systems. • Fluency in both written and spoken English

Kigali, the capital of Rwanda, has undergone an incredible period of rejuvenation and stability that is clearly visible the moment you step out into this beautiful city. Concerning transport, even though motorcycle taxis are not recommended, they are the fastest way to get around this metropolis. Helmets are provided, but it is better to have your own helmet. You can also take a standard taxi. Those with a yellow stripe will be run by individuals, while the majority will belong to either Kigali Taxi Service (3122) or Kigali Airport Taxis (476586). Public transportation is the cheapest way to get around Kigali, and many of the buses are new and well-maintained. You can also take these buses farther afield; expect to pay a fare based on distance. Transport prepaid cards are available for passengers at each bus station, and you can load a minimum amount of two hundred Rwandan francs (200RWF). If public transport isn’t your style, cars are available for rent or purchase in Kigali. Major investment has been made in infrastructure, including roads, and congestion in this city has never been particularly bad. Accommodations are found easily and at the relevant standards and recreation infrastructures (swimming pools, aerobics, etc…) can be found in the various places. Shops and markets are available with necessary items including imported goods, home furnishings and electrical appliances and vehicles spare parts. Public and private health facilities are available in Kigali and some of them such as King Faisal Hospital, Legacy Clinic, Hôpital la Croix du Sud, etc …work with CIGNA insurance. The above Hospitals have necessary health equipment; ambulances, adequate health services and can handle any emergency. Kigali is an exceptionally safe city. However, in case of emergency, there are several emergency numbers in Kigali, so be sure to know which to call. You can reach the police on a special line by dialling 999. Fire fighters can be reached at 111 and the emergency services are at 112. If you have or see a traffic accident, call 113. The contract lasts for the period indicated above with possibility of extensions sub-ject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utili-ties, transportation, communications, and other basic needs.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org