Administrative Assistant

Volunteering Admin Logistics & Procurement

Overview

Provide administrative and logistical support to operations unit

You have:

• Relevant experience at the national or international level in administration, procurement and logistics field
• Detailed knowledge and understanding of clerical, administrative, travel and secretarial best practices and procedures within a multicultural corporate environment
• Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable
• Previous experience in the UN is an asset
• Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset

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.

The Administrative Assistant will provide support to the operations unit through facilitation of administrative and logistics support, ensuring high quality and accuracy of work. The Administrative Assistant will promote a client, quality and results-oriented approach.

Operational support ● Provide support to implementation of travel and administrative management best practices, ensuring that travel, vehicle rental, hospitality and non-hospitality events are performed in adherence to UN/UNFPA rules, regulations and strategies and that procedures are complied with at all CO units; ● Support in the management of all administrative aspects of the office, proposing adjustments and improvements to existing procedures and SOPs and fully compliance with policies. ● Support the routing of payments via the AODOCs electronic document and transactional management system. Support to office management of stationery and office utilities.

Travel, Administration and Logistics & support ● Supports staff in all administrative aspects related to travel and transport management. ● Provides support to reviewing the accuracy and completeness of specifications for good/services to be contracted (Air tickets+ Vehicle requests + Catering + Conference venue + etc); ● Support to procurement of air tickets and vehicle rental for staff and supported delegates/partners as per UNFPA policies and procedures; ● Evaluates quotations/offers for administrative services and recommends/ proposes suppliers as appropriate; ● Processes purchase orders for tickets, DSAs, rented transport, etc in compliance with existing policies and procedures; ● Provides hospitality/catering/logistical/administrative support and follow-up for meetings/conferences; ● Provides logistical and administrative support and follow-up for all UNFPA events. ● Facilitates receipt, checking and timely confirmation of procured services/goods by programme staff; Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed ● Supports the development and management of the rosters of suppliers of administrative services ● Maintains an office filing system and assist in archiving ● When required, assist during asset inspection and verification; Acts as an alternate shipment tracker focal point; ● Supports timely provision & maintenance of services and office supplies

Services and contract managements ● Assists in maintenance and management of administrative agreements in accordance with UNFPA rules, regulation and procedures; ● Supports the development, drafting and issuing of contracts, service requests, letters for clearance by International Operations Manager; ● Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals; ● Liaises with internal colleagues and suppliers (or procurement team when applicable); ● Investigates and follows up on any provision of service related problem/inquiry to ensure suppliers’ adequate performance and customers’ satisfaction; ● Receives, tracks and processes invoices related to administrative services; ● Provides prompt responses to follow up on any query submitted by other UNFPA departments and/or clients whether directly involved or not. ● Undertakes other tasks and duties as assigned by the Head of Office, International Operations Manager or the Logistics and Administrative Associate.

Functional Competencies ● Providing logistical support ● Managing data ● Managing documents, correspondence and reports ● Managing information and work flow ● Planning, organizing and multitasking ● Supporting financial data analysis ● Good organizational skills and are able to prioritize work schedules to meet clients’ needs. ● The ability for advocacy and advancing a policy oriented agenda ● A track record in innovation and marketing of new approaches ● Integrity, commitment and respect for diversity ● Skills to manage relationships, communicate and develop people ● An ability for analytical and strategic thinking and results orientation

Values ● Exemplifying integrity ● Demonstrating commitment to UNFPA and the UN system ● Embracing cultural diversity ● Embracing change

Core Competencies ● Achieving results ● Being accountable ● Developing and applying professional expertise/ business acumen ● Thinking analytically and strategically ● Working in teams/ managing ourselves and our relationships ● Communicating for impact

● Relevant experience at the national or international level in administration, procurement and logistics field; ● Detailed knowledge and understanding of clerical, administrative, travel and secretarial best practices and procedures within a multicultural corporate environment. ● Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable. ● Previous experience in the UN is an asset. ● Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset.

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

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Potential interview questions

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