Administrative Assistant (UNDP RR and DRR)

Volunteering Admin Interpretation & Translation

Overview

Provide efficient administrative support to the Resident Representative and Deputy Resident.

You have:

• 3-5 years of relevant administrative experience in a similar role within UN or international organizations.
• Bachelor's degree in management, business administration, or related field.
• Fluency in English and Ukrainian; knowledge of Russian is an asset.
• Proficient in the use of computers and office software packages (MS Word, Excel, etc.).
• Understanding of gender equality and commitment to promoting it in daily work.

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

UNDP works in more than 170 countries and territories. It is one of the leading multilateral development agencies. Under the guidance and direct supervision of the Resident Representative and in close coordination with the Deputy Resident Representative, the Administrative Assistant ensures effective and efficient functioning of their respective offices, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Administrative Assistant works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

The successful candidate is entrusted with the ongoing management and flow of internal communication and as such s/he is expected to deliver information with expediency, efficiency, discretion and tact with the different units in communications, operations and programme teams. UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of the Administrative Assistant to the Resident Representative and Deputy Resident.

• Efficient support to RR/DRR day-to-day operations: - Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, taking minutes at internal/external meetings; - Follow up on requests/tasks in timely manner and according to set deadlines; - Preparation of informal translations upon request; - Preparation of correspondence, taking care of all incoming/ outgoing letters/documents in accordance with the UNDP template and set procedures. Follow up with teams on the provision of timely responses; - Other duties set by RR and DRR. • Effective communications support to UNDP country office focusing on achievement of the following results: - Coordination of the information flow in the office; - Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the requested information to RR and DRR; - Screening of all incoming calls and correspondence and follow up with respective Portfolios.

• Effective maintenance of partnerships and communication with external partners and counterparts: - Establishment of excellent network and partnerships with UNDP colleagues in HQ and Regional Hub; - Assisting in organization of meetings for RR and DRR with the missions of other international organizations or UN agencies; - Cooperation with the Government authorities, Ministries, Regional Administrations, State Enterprises.

• Ensures facilitation of knowledge building and management focusing on achievement of the following results: - Sound contributions to knowledge networks and communities of practice; - Organization of specialized trainings for team members; - Organization of trainings to UN staff on coordination, administration and protocol issues.

• Commitment to gender equality in daily work - Promoting safe and enabling environment free of any kind of discrimination and abusive behavior and practice gender-responsive communications in line with the UNDP corporate standards. The successful candidate will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation, and abuse.

•Professionalism •Integrity •Teamwork and respect for diversity •Commitment to continuous learning •Planning and organizing •Communication •Flexibility

the related field. Prior experience with UN or other international organization is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) Events Management (including retreats, trainings and meetings) - support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Youth Volunteer (Kyiv Duty Station)

This is a full-time assignment. The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1227  (equivalent in UAH)  is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

You can check full entitlements at the duty station at https://app.unv.org/calculator.

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: unv.org