Administrative Assistant

Volunteering Admin Finance & Economy Logistics & Procurement

Overview

Provide administrative support to project activities and team.

You have:

• Experience in procurement processes in compliance with rules and regulations.
• Experience in human resources processes such as recruitment and training.
• Proficiency in MS Office applications including Excel and Word.
• Ability to support document production and editing with accuracy.
• Excellent interpersonal skills to work with diverse partners.
• Strong organizational skills for planning and executing events.
• Ability to work effectively in a multicultural team.
• Knowledge of UNDP rules and procedures is considered an asset.
• Ability to work independently with minimal supervision.

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.

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighbouring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country's socio-economic progress could be set-back by almost 20 vears. In the short-term, 62% of the population is at high risk of falling into poverty. Ukraine's economy is set to shrink by 45% this year due to the war and even with a moderate recovery in the next few years, by 2025 the GDP would still only be two-thirds of the pre-war GDP in 2021. In 2018, the Micro, Small and Medium Enterprises (MSME) sector in Ukraine accounted for more than 81 percent of all employment creating 77.4 percent of jobs. The share of value added increased from 64.3 percent in 2018 to 70.2 percent in 2020 meaning that MSMEs must have a voice in shaping the business environment in Ukraine. Yet MSMEs are those that are mostly affected by incomplete reforms and fluid frameworks. In the context of the “Strengthening MSME Business Membership Organizations in Ukraine: Phase II (2019-2023)” Project, the United Nations Development Programme (UNDP) is intervening for 48 months to design and deliver tailored capacity development support to selected BMOs (Business Membership Organizations) representing different macro regions and sectors of Ukraine to help strengthen their institutional/organizational/financial capacities to represent interests of the private sector and facilitate a more active, responsive, professional and policy-oriented dialogue between public and private sectors. The Project is also addressing important cross-cutting challenges for economic development in Ukraine such as women's economic empowerment and promoting sustainable practices among MSMEs. UNDP Ukraine invites applications from highly qualified, motivated and experienced Ukrainian professionals for the post of the Administrative Assistant.

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

• Assist in proper organization, implementation, monitoring and control of procurement and finance processes in full compliance with UNDP rules and regulations. • Support to project HR processes, including recruitment, selection, performance appraisal, training, extension, maintenance of personnel files and attendance records. • Administrative and logistical support to travels of project staff, including arrangements for accommodation, visas, tickets, travel processing in UNDP systems etc. • 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. • Ensure routine support, such as processing of correspondence, maintenance and archiving of all supporting records, documents and files from HR, finance, and procurement activities. • 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 office maintenance and assets management, procurement of office equipment and supplies. • 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. • Other related administrative tasks.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

Administration, Management, Human Resources, Finance, Accounting, Procurement, or other related fields. Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. Accuracy and professionalism in document production and editing. Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. Excellent oral and written skills; excellent drafting, formulation, reporting skills.

Desirable:

• Knowledge of Quantum and/or UN/UNDP Rules and Procedures is an asset. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness.

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer Specialist (Kyiv Duty Station)

This is a full-time assignment. The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) 1587 USD (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment is provided.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

You can check full entitlements at the duty station at https://app.unv.org/calculator.

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org