Administrative Assistant

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.

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of a Project Manager or his designated mandated representative(s), the UNV Administrative Assistant will:

• Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry.
• Support to organization of meetings, workshops, roundtables, conferences, forums and other project events in online and offline format through ensuring proper administrative and logistic arrangements, facilitating related procurement and financial processes.
• Support to project HR processes, including recruitment, selection, performance appraisal, training, extension, maintenance of personnel files and attendance records.
• Support to office maintenance and assets management, procurement of office equipment and supplies.
• Ensure routine support, such as processing of correspondence, maintenance and archiving of all supporting records, documents and files from HR, finance, and procurement activities.
• Administrative and logistical support to travels of project staff, including arrangements for accommodation, visas, tickets, travel processing in Atlas system etc.
• Assist in proper organization, implementation, monitoring and control of procurement and finance processes in full compliance with UNDP rules and regulations.
• Support with coordination, planning and reporting, as might be required.
• Assist in preparation of annual, semi-annual and ad hoc HR, procurement, financial reports. Follow up on reporting requirements (formats, deadlines…) and procedures, establish the reporting calendar and initiate/prepare the reports in cooperation with other colleagues. Create and maintain spreadsheets and dashboards required for efficient reporting.
• Assist in minutes taking upon request.
• Support in translation of documents from/to English.
• Any other related tasks as may be required or assigned by the supervisor.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

• Bachelor's or Master's Degree in a relevant area, e.g. economics, marketing, statistics, international development, social sciences, linguistics, philology or other area related to the assignment.

Required experience:

24 Months

Experience remark:

• At least 2 years of professional work experience at the national and/or international level in administration, operations, finances and/or project or programme support is required.
• Experience working in the UN or other international development organization is an asset.

Language skills:

• English(Mandatory), Level - Fluent
• Ukrainian(Mandatory), Level - Fluent

Area of expertise:

Administration and administrative assistance, Other development programme/project experience

Area of expertise details:

• Knowledge of the Atlas ERP system and/or UN/UNDP Rules and Procedures is an asset.

Driving license:

No

Competencies values:

Accountability, Adaptability and Flexibility, Building Trust, Commitment to Continuous Learning, Communication, Ethics and Values, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Application procedure:

EN

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

This is a national UN Volunteer assignment, therefore only nationals of Ukraine and legal residents in Ukraine with the status of refugee or with the status of being stateless are eligible to apply.

Application deadline: 08-03-2021