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.

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. UNDP works in more than 170 countries helping to achieve eradication of poverty and the reduction of inequalities and exclusion.

In Malawi, UNDP was established in 1964, supporting the government to use development resources effectively and accountably to achieve the objectives of the Malawi Growth and Development Strategy (MGDS) and attain the new Sustainable Development Goals (SDGs)

This UNV assignment is part of UNDP Operations team, providing reliable Administrative services and overall support on operational and logistical activities for the office.

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

Maintenance of an Inventory Management system focusing on achievement of the following results:

• Support in maintenance of the stores management system in accordance with UNDP regulations. • Receiving of goods from various suppliers and ensure that stock records have been opened • Record all goods received are updated in stock records. • Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of the Prepare quarterly cost recoveries for all items issued to the programs and submit to finance.

Effective Transport management focusing on achievement of the following results:

• Support in Maintenance of an efficient transport management system to ensure that trips are properly planned, and that transport is timely allocated to staff • Support in reviewing Drivers Logbooks on weekly basis, to ensure that all trips made are properly authorized • Support with monthly fuel reconciliations and cost recoveries

Effective Protocol services focusing on achievement of the following results:

• Timely receipt of requests for Visas, Permits and invitation letters from eligible staff • Timely processing of requests received by ensuring that all required documents are submitted to the government departments on time • Follow up with government departments such as Ministry of Foreign Affairs, Immigration Department to ensure that approved documents are received on time • Communicate effectively with UNDP officials requiring protocol services and provide guidance on all the steps to be followed. • Assist with UNDP Vehicle registrations and deregistration by ensuring that all required steps are followed and timely submission of documents to the government departments. • Assist with processing of waivers for international shipments to ensure timely clearance of goods. • Maintain up to date records for all documentation issued.

Other administrative duties • Supporting the Administrative Associate to ensure that the CO is ready for internal audits • Backstopping the registry clerk in his absence • Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism: demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP’s mission and vision, as well as to the UN Core Values.

Administration, or supply chain, or other relevant programmes; experience with programme support is an asset, as is experience working in the UN or other international development organization • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • 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; • 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; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness. • Have affinity with or interest in developmental work, volunteerism as a mechanism for durable development, and the UN System.

Malawi is generally peaceful with category B duty station. Housing facilities are available but with advice from UNDSS on area of residence as low level of crime rate can be detected in some areas. Public transportation is available and most international staff prefer to buy or hire a vehicle for their own convenient. Few international schools are available in Blantyre and Lilongwe for staff who opt to send their children to school in Malawi. Basic commodities (food, clothing etc.) are available on the local market as well as supermarkets. There are a couple of entertainment facilities which staff can choose including Lake Malawi.