Administrative Assistant
Provide administrative support and assist with office operations.
This opening expired 1 year ago.
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Overview
Provide administrative support and assist with office operations.
You have:
- Experience in front office and administrative support is a requirement.
- Good knowledge of the UN system.
- Experience in the use of computer applications and software packages (MS Word, Excel, etc.).
- Ability to work with people of different national and cultural backgrounds.
- Proficiency in planning and organizing tasks.
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 guidance of the Country Deputy Resident Representative for Operations and the daily supervision by the Head of Administration, the Administrative Assistant provides assistance and support services as assigned under the key administration functional areas. The staff demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds.
Under the direct supervision of the Head of Administration, the incumbent performs the following duties: • Collect, sort, and facilitate delivery of mails, pouches, documents, and other communication to and from other UNDP Registries. Keep records and copies as required. • Maintains, develops, evaluates, and constantly reviews the office files and keep information and reference materials in a manner which allows easy and quick storage and retrieval of information for the Country Office. • Assist the Administrative Associate in administration and travel. • Assists the asset focal point in assets management and tracking. • Responsible for the management of the office stock inventory and equipment (ensure the stock room is well organized and tidy all the time and office equipment is duly registered before they are taken out of the office; • Assists with travel & meeting logistics for office meetings including accommodations and other logistics for the UNDP CO. • Ensure that the office is always clean and tidy, coordinates with cleaners for adequate cover during absences. • General clerical & secretarial assistance as required. Provide front office & administrative support to the office. • Facilitate effective communications and information management support to the office. Administrative Support to external relations activities. • Maintain records for issuance of store items e.g. stationery, notebooks, communication equipment, etc. Maintain the inventory of office assets and storage. • Support with tracking of the bills received from the service providers, submitting the payment requests to the Finance section, and feedback to clients. • Respond and/or direct inquiries to the appropriate UNDP Unit for timely action and/or response. • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials. • Provide cover as alternate to the administrative assistant to the representative
• Accountability • Adaptability and flexibility • Creativity • Planning and organising • Professionalism • Self-management • Working in teams
administrative tasks. • Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems and ERP system/Quantum. • Experience in front office and administrative support is a requirement. • Have a good knowledge of the UN system
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 Maputo, Mozambique 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.
Potential interview questions
| Can you describe a time when you had to manage multiple tasks simultaneously? | The interviewer wants to assess your organizational skills and ability to prioritize tasks under pressure. | Share specific instances where you successfully managed several tasks, emphasizing your time management strategies. |
| How do you ensure effective communication in a culturally diverse environment? | This question evaluates your interpersonal skills and adaptability when interacting with diverse populations. | Pro members can see the explanation. |
| Describe a situation where you had to maintain confidentiality in your work. What did you do? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle conflicts or disagreements with colleagues? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to remain organized in your administrative tasks? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
unv.org
