Administrative Assistant

Details

Mission and objectives

Update

Context

Under the overall supervision of the Assistant Resident Representative for Operations, and with the technical guidance of the CESA Portfolio Manager, the Administrative Assistant will support all CESA Portfolio administrative activities within the PMU. The Administrative Assistant will work in close collaboration with the other program and operations staff in the CO to exchange information and ensure consistent services delivery.
Description of tasks:
Support to the implementation of operational and management strategies
Support to administrative and logistical services
Maintenance of the registry system and effective mail management Support to Pouch services Support to knowledge building and knowledge sharing
Any other task assigned by the Supervisor.

Task description

1. Ensures implementation of operational and management strategies focusing on achievement of the following results:
• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs Implementation of operational and management strategies).
2. Ensures effective administrative and logistical services, focusing on achievement of the following results:
• Contacts with visitors and project personnel, arrangement of appointments and meetings, prepare rooms for meetings, act as an interpreter when required and/or taking minutes;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Translation of simple correspondences/documents from/to Portuguese, French, English and vice versa, when needed;
• Maintenance of records/ documents/ files relating to the project in a user-friendly manner both in paper and sharepoint filing systems;
• Be responsible for assigned correspondence and other admin tasks including creating E-requisitions;
• Support to travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Assistance in proper control of supporting documents for payments and financial reports;
• Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification;
• Prepare documents for the Portfolio projects receipting of goods and services;
• Preparation of routine correspondence, faxes, memorandum and reports to partners;
• Extracting, inputting, copying and filing data from various sources as required;
• Maintain a proper filing system for financial records ensuring safekeeping of confidential materials;
• Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Extraction of data from various sources;
• Organise agenda and follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Portfolio Manager and other projects managers as requested.
• Assistance in the preparation of document, provision of information for audit purposes.
3. Provides support to maintenance of the registry system, effective mail management, focusing on achievement of the following results:
• Set up and maintenance of the Office filing system in accordance with the UNDP Global Filing System in case of vacatur;
• Set up and maintenance of the Porfolio filing system in accordance with the UNDP Global Filing System;
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;
• Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files;
• Establishment and maintenance of records system of file movements within the Portfolio, maintenance of the office circulation and reading files;
• Preparation of correspondence and reports related to registry activities;
• Receives, screens, logs and routes correspondences, attaches necessary background information and maintains follow-up systems;
• Registers, classifies and routes all incoming correspondence, documents and other material;
• Open new subject files as required and disposes of old file in accordance with established retention schedules;
• Drafts non substantive correspondence on routine matters and ensure follow-up;
• Maintains office records and reference files on various subject.
4. Ensure Cost Recovery on Pouch Operations focusing on achievement of the following results:
• Provision of information for proper prorating and billing of user agencies.
5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Participation in the training for the operations/programme staff.
• Sound contributions to knowledge networks and communities of practice.
• Draft meeting reports and distribute them as requested.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.