Administrative Assistant

Contract

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

This assignment is part of RCO’s coordination and representational activities. The overall objective of this engagement is to provide administrative support to the Resident Coordination Office (RCO) in Zambia. As part of the 2030 Agenda and the Sustainable Development Goals (SDGs), the UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

Under the direct supervision of the RCO Team Leader, the Administrative Assistant will perform the following tasks:

General Administration: • Assist to draft routine correspondence to respond to enquiries in respect to relevant administrative and operational matters; • Support the ongoing drafting of standard operating procedures (SOPs) for various administrative procedures of the RCO: Staff guidelines, UN Agencies, and contractors/vendors engagement internally/externally; • Assist to monitor payments to vendors and individual contractors for services through provision of required documentation to support processing in Umoja; • Assist to follow up on requests made to UNDP and/or UNON, operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; support in organizing and coordinating seminars, conferences and translations.

Contract Administration/Procurement: • Provide support with collection of required documentation for operational and administrative process compliance to guidelines in relation to finance, procurement, travel and all administrative activities by following standard procedures;
• Assist to maintain internal files and relevant documentation for procurement activities; • Contribute to inventory record monitoring and management for stationery and all office consumables; • Assist to inspect and receipt goods/services received against purchase orders, invoices provided by the contractor and perform asset management activities;
• Report satisfactory receipt of goods and services for payment process initiation; • Support reviews and preparation of requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders/ team members.

Budget and Finance: • Assist in the preparation and review of financial proposals/requirements; • Support in the consolidation of the budget/work programme with respect to RCO budget and or any project under RCO;
• Create and manage functional records and archiving systems to support reference and audit queries; • Contribute to the enhancement of the operations of the RCO.

• Perform any other related tasks may be required or assigned by the supervisor.

• Ethics and Values • Integrity • Knowledge Sharing • Respect for Diversity • Technological Awareness • Working in Teams

Administration, Operations, procurement and/or Finance functions; • Planning and organizing skills; • Good communication skills.

Zambia is a beautiful land-linked country. Lusaka became the capital city of Zambia in May 1935. Lusaka’s central position in Zambia and it is extremely pleasant climate were two of the main reasons for its selection as the capital. It is a metropolis, which provides a home to about two and half million (2.5M) inhabitants of many different nationalities. It has grown to become the seat of the Government of the Republic of Zambia and as such all diplomatic missions, international organizations, industrial and commercial entities have set base. Its political, social, economic, and cultural significance has also increased through the years. It provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere. Therefore, flexibility and the ability and willingness to work in high pressure, demanding and unpredictable conditions, and little comfort, are essential. Lusaka has all amenities in place that would make visitors stay comfortable. For more info, visit: http://www.zambiatourism.com.