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.

Results/expected outputs: • As an active UNDP Kazakhstan team member, efficient, timely, responsive, client-friendly and high- quality support rendered to UNDP Kazakhstan and its beneficiaries in the accomplishment of her/his functions, including: • 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. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Professionalism: demonstrated understanding of operations relevant to UNDP Kazakhstan; technical capabilities or knowledge relevant or transferrable to UNDP Kazakhstan 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 Kazakhstan 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 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.

Nur-Sultan is the capital of the Republic of Kazakhstan and located in the centre of the country in the dry steppe zone. Its population is more than 800 thousand. The city consists of three districts: Almaty, Saryarka and Yessil. The city’s economy is based on trade, industrial production, transport, communication and construction. Nur-Sultan accommodates numerous business centres, theatres, museums, art galleries, exhibition halls and entertainment complexes (movie theatres, nightclubs, parks, restaurants, cafes etc.). Official languages are Kazakh and Russian.

Assignment Place Remarks: UN Security level: Minimal-1

As of August 2022, the amount of the Monthly Living Allowance received by the National UN Volunteer Specialists in Nur-Sultan is approx. KZT 323,590/month. Other benefits include: Entry lump sum of USD 400 (a one-time contribution towards expenses incurred before and initially upon commencement of service); Comprehensive coverage for health, life and malicious acts for the UN Volunteer and health insurance coverage for up to 3 eligible dependents; Access to UNV's learning and career development resources; Annual leave: 2.5 days per month; Exit allowance (paid on successful completion of the assignment). See the UVP Entitlements calculator & UNV Conditions of Service for more details & information. Kazakh and Russian languages are spoken in the region and are the official languages of the state.