Administrative Assistant for Common Services

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.

Since the transition of UNDP ERP from Atlas to Quantum in January 2023, turnaround time for Common Services Admin process has become elongated with consequential adverse ripple effect on quality of service delivery arising from unavoidable time delays. The impact is cross cutting through CS admin functions but most manifest in the prolonged response time in handling meeting rooms requests from client agencies as well as coordination of the use of meeting rooms, monitoring of internal cleaning services SLAs and management of inventories/daily issuance of consumables.

UNDP HQ is continuing to explore ways to resolve specific lingering issues in Quantum Speedcharts which applies to distribution of funds and costs associated with Common Services procedures due to the inter-agency cost shared nature. However, it remains unclear when a durable solution to resolve the issues & result in less cumbersome processes will be developed. It has therefore become imperative to engage a UNV Admin Assistant to support Admin related CS functions for improved quality services and shorter response/turnround times to clients requests, enhanced supervision of cleaning services particularly for the toilet areas, monitoring use of consumables such as drinking water, tissue paper in toilets and timely replenishment.

Within the delegated authority and under the supervision of the UN House Administrative Associate or his/her designated mandated representative(s), the UNV Admin Assistant will support the Common Services unit in the performance of selected administrative functions of the UN Common Services in the UN House. The UN Administrative Assistant will demonstrate a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The UNV Admin Assistant will - i. Assist in maintaining a Conference/Meeting Rooms Reservation register for meeting rooms allocation in response to client agencies request and in accordance with the SOP; ii. Assists in the supervision of Internal & External Cleaning and Car Parks; iii. Assists in the administration of Common Services expendable and non-expendable properties and updating inventory records; iv. Keep supervisor aware of potential problem areas for immediate solution;

In addition to the above key functions, the UN Volunteer will be responsible for; a. Ensuring prompt allocation of meeting/conference rooms & supervision of sitting arrangements for meeting; b. Maintaining orderliness, cleanliness and adequate security at the car parks. c. Paying special attention to internal and external cleanliness of UN House d. Maintaining inventory records and regularly update records & issuance consumable inventories; e. Assisting in initiating timely actions for replacement/procurement of both expendable and non-expendable properties; f. Supporting in providing clerical support in processing procurements and invoice payment requests; and g. Providing timely information on problem areas to supervisors. h. Performing any other related tasks as may be required or assigned by the supervisor.

• Integrity: demonstrate the values and ethical standards of the UN and UNDP’s UN Common Services 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 UN Common Servicesmission and vision, as well as to the UN Core Values.

performing Admin related functions or other related professions/relevant programmes;

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