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.

Under the overall supervision of the Assistant Resident Representative for Operations, and with the technical guidance of the CESA Portfolio Manager, the Administrative Assistant will support all CESA Portfolio administrative activities within the PMU. The Administrative Assistant will work in close collaboration with the other program and operations staff in the CO to exchange information and ensure consistent services delivery.

Description of tasks:

Support to the implementation of operational and management strategies Support to administrative and logistical services Maintenance of the registry system and effective mail management Support to Pouch services Support to knowledge building and knowledge sharing Any other task assigned by the Supervisor.

1. Ensures implementation of operational and management strategies focusing on achievement of the following results: • 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; • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs Implementation of operational and management strategies).

   2. Ensures effective administrative and logistical services, focusing on achievement of the following results: • Contacts with visitors and project personnel, arrangement of appointments and meetings, prepare rooms for meetings, act as an interpreter when required and/or taking minutes; • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions; • Translation of simple correspondences/documents from/to Portuguese, French, English and vice versa, when needed; • Maintenance of records/ documents/ files relating to the project in a user-friendly manner both in paper and sharepoint filing systems; • Be responsible for assigned correspondence and other admin tasks including creating E-requisitions; • Support to travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents; • Administrative support to conferences, workshops, retreats; • Arrangement of vehicle transportation, regular vehicle maintenance and insurance; • Assistance in proper control of supporting documents for payments and financial reports; • Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification; • Prepare documents for the Portfolio projects receipting of goods and services; • Preparation of routine correspondence, faxes, memorandum and reports to partners; • Extracting, inputting, copying and filing data from various sources as required; • Maintain a proper filing system for financial records ensuring safekeeping of confidential materials; • Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events; • 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;
      • Extraction of data from various sources; • Organise agenda and follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Portfolio Manager and other projects managers as requested. • Assistance in the preparation of document, provision of information for audit purposes.

   3. Provides support to maintenance of the registry system, effective mail management, focusing on achievement of the following results: • Set up and maintenance of the Office filing system in accordance with the UNDP Global Filing System in case of vacatur; • Set up and maintenance of the Porfolio filing system in accordance with the UNDP Global Filing System; • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule; • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents; • Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files; • Establishment and maintenance of records system of file movements within the Portfolio, maintenance of the office circulation and reading files; • Preparation of correspondence and reports related to registry activities; • Receives, screens, logs and routes correspondences, attaches necessary background information and maintains follow-up systems; • Registers, classifies and routes all incoming correspondence, documents and other material; • Open new subject files as required and disposes of old file in accordance with established retention schedules; • Drafts non substantive correspondence on routine matters and ensure follow-up; • Maintains office records and reference files on various subject.

   4. Ensure Cost Recovery on Pouch Operations focusing on achievement of the following results: • Provision of information for proper prorating and billing of user agencies.

   5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: • Participation in the training for the operations/programme staff. • Sound contributions to knowledge networks and communities of practice. • Draft meeting reports and distribute them as requested.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Adaptability and Flexibility; Building Trust; Communication; Creativity Ethics and Values; Empowering Others; Integrity; Professionalism; Respect for Diversity; Self-Management and Working in Teams

Academic Qualifications and Experience: • Secondary education is required - Minimum Completed High School degree (12th grade) with specialized training in administration. Or • Bachelor’s Degree in Business or Public Administration, and any other related fields will be given due consideration

Experience:
Minimum six (6) years (with Secondary education), or minimum three (3) years (with Bachelor’s Degree of relevant experience in Administration or Programme support service.

Officially the Democratic Republic of São Tomé and Príncipe, is a Portuguese-speaking island nation in the Gulf of Guinea, off the western equatorial coast of Central Africa. It consists of two archipelagos around the two main islands: São Tomé and Príncipe, located about 140 kilometres (87 miles) apart and about 250 and 225 kilometres (155 and 140 miles), respectively, off the north-western coast of Gabon. At sea level, the climate is tropical—hot and humid with average yearly temperatures of about 27 °C (80.6 °F) and little daily variation. The temperature rarely rises beyond 32 °C (89.6 °F). At the interior's higher elevations, the average yearly temperature is 20 °C (68 °F), and nights are generally cool. Annual rainfall varies from 5,000 mm (196.9 in) on the southwestern slopes to 1,000 mm (39.4 in) in the northern lowlands. The rainy season is from October to May.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Sao Tome.

National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions. Conditions of Service for national UN Volunteers The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents - except for UN Community Volunteers), as well as final repatriation (if applicable). You can check full entitlements at https://app.unv.org/calculator.

Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) will be provided monthly