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 direct guidance and supervision of the Administrative Associate, and as a member of the operations team, the Administrative Assistant provides administrative support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will be responsible for:

1. Support in Assets/custodial items & Inventory managements (incl. verification, tagging);
2. Preparation of routine correspondences under the supervision of Admin Associate;
3. Managing documents and files (incl. copying, printing);
4. Daily support to administrative and logistical services;
5. Daily support to travel management processes;
6. Arrangements of travel and hotel reservations for visiting UN/UNDP officials;
7. Processing requests for visas, accreditation, identity cards, migration registration. IIN issuance and other documents;
8. Administrative support to conferences, workshops requested by non-accredited Agencies;
9. Support in collecting of information requested by non-accredited Agencies and performance of other administrative surveys;
10. Copying and searching documents for VAT return;
11. Processing requests In Fleet Tracking Management System;
12. Monitoring the work of technical staff on the 4th floor and informing CP manager in case of any comments on work improvement; filter replacement; sanitizer replacement control;
13. Tickets booking/issuance/cancellation for non-accredited UN Agencies;
14. Migration Police Notification on foreigner’s entry to RK arrived in Almaty;
15. Administrative support to UNDP conferences, workshops, retreats;
16. General administrative support in the office (can include: procurement of office needs, stationary, furniture; kitchen appliances);
17. Submission of service provider's invoices for payment in compliance with FU SOP;
18. Reservation of UNDP vehicle/equipment / facilities / services via online reservation tool;
19. Assisting in various daily operations and other relevant duties upon request.

Professionalism, Integrity, Teamwork and respect for diversity, Commitment to continuous learning, Planning and organizing, Communication, Flexibility. Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP Kazakhstan’s mission and vision, as well as to the UN Core Values.

Administrative and financial support of projects; • Work experience in UN or UNDP projects or in cooperation with international organizations • would be an advantage; • Good writing and editing skills in English; • Excellent interpersonal, communication and facilitation skills; as well as good organizational skills; • Ability to work in an environment requiring liaison and collaboration with multiple actors • including government representatives, donors and other stakeholders; • Ability to plan and work in a high-pressure work environment under tight deadlines; • Good PC commands (Word, Excel, Internet Explorer, etc.); • Fluency in English and Russian. Working knowledge of Kazakh is an asset.
• Have affinity with or interest in UNDP Kazakhstan’s work, volunteerism as a mechanism for durable development, and the UN System.

• The UN Volunteers will be based in Nur-Sultan, Kazakhstan. UN Security Level: Phase 1; • The nation’s capital, Nur-Sultan, was founded in 1997. The new capital was unveiled internationally on June 10, 1998. Nur-Sultan’s favorable location in the center of the Eurasian continent makes it an economically advantageous transport, communication and logistics center, and a natural bridge between Europe and Asia. The architectural concept of Nur-Sultan was based on the idea of Nursultan Nazarbayev (the President of Kazakhstan) implying a special Eurasian style of Nur-Sultan should harmoniously combine the cultural traditions of both the East and the West. A well-known Japanese architect Kisho Kurokawa became the author of the general layout of the capital city. The average temperature is 3ºC, rising to over 41ºC during the hottest period. The hottest month in Nur-Sultan is July and the coldest month is February. Nur-sultan's total population is now over 853,000 inhabitants. Outdoor recreational activities include basketball, golf, horse- riding, picnicking, riding, sailing, swimming, tennis and volleyball. Today Nur-Sulan is a venue for numerous international forums, congresses and large scale international events; • Medical services: o No special vaccination is required to travel to Kazakhstan, Nur-Sultan. o Medical services (including dental care) are provided at European standards. Clinics working 24 hours are available in the city. There are both private and state clinics and hospitals.

Kazakh and Russian languages are spoken in the region and are the official languages of the state.