Admin Assistant

tendersglobal.net

Job Description

Under the overall guidance of the Country Representative and the daily supervision by the Operations Manager, the Front office and admin Assistant provides reliable assistance and services. The staff demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds.

responsible for the execution of a wide range of operational and administrative assistance services in the Country Office ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational UN Women rules, regulations, policies, procedures, and approved allocations. The Front office and admin assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices, and guidelines.

The Front office and admin assistant works in close collaboration with the Programme and Operations Team in the Country Office in solving complex administrative -related issues.

Duties and Responsibilities:
Summary of Key Functions:
Under the direct supervision of the Operations Manager, the incumbent performs the following duties:

Collect, sort, and facilitate delivery of mails, pouches, documents, and other communication to and from other UN Registries. Keep records and copies as required.
Receive all visitors of the Office.
Maintains, develops, evaluates, and constantly reviews the office files and keep information and reference materials in a manner which allows easy and quick storage and retrieval of information for the Country Office.
Assist the Administrative Associate in administration, travel and Procurement management and tracking.
Assists the asset focal point in assets management and tracking.
Responsible for the management of the office stock inventory and equipment (ensure the stock room is well organized and tidy all the time and office equipment is duly registered before they are taken out of the office;
Assists with travel & meeting logistics for office meetings including accommodations and other logistics for the UN Women Representative/Deputy Representative.
Ensure that the office is always clean and tidy, coordinates with cleaners for adequate cover during absences.
General clerical & secretarial assistance as required.
Provide front office & administrative support to the office.
Facilitate effective communications and information management support to the office.
Administrative Support to external relations activities
Maintain records for issuance of store items e’g stationery, notebooks, communication equipment, etc.
Maintain the inventory of office assets and storage, ICT equipment, phones, mobile phones and the data cards.
Support with tracking of the bills received from the service providers, submitting the payment requests to the Finance section, and feedback to clients.
Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response.
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

Support to external relations activities:

Support the UN Women Representative’s interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices.
Responsible for protocol matters, receive high ranking officials, and answer calls/inquiries with tact and discretion.
Organize official events/hospitality for the UN Women Representative.
Prepare knowledge Products Kits to share with external audience
Performs other duties as required.
Provide cover as alternate to the administrative assistant to the representative.
Provide administrative support to the UN Women Representative and Deputy Representative ensuring the smooth and efficient functioning of the UN Women Representative’s office,
Assemble briefing materials and prepare power-points and other for the UN Women Representative.
Under the guidance of the Operations unit, undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the UN Women Representative’s Office.
Maintain the roster of the UN Women Representative’s contacts for easy access and reference.
Facilitate effective communications and information management support.
Facilitate the flow of information/communication between the UN Women Representative’s Office and other Units within and outside UN Women office and enhance this flow of information/communication as needed.
Review, prioritize and route correspondence to and from the Office of the UN Women Representative. Follow-up action and keep the UN Women Representative informed.
Review correspondence for proper internal clearances prior to the UN Women Representative’s signature.

Key Performance Indicators:

The key results have an impact on the efficiency of the UN Women Representative’s office and the Country Office.
Accurate support and efficiency strengthen the capacity of UN Women office and promotes the image of UN Women as an effective contributor to the development of the country.

Impact of Results:

The key results have an impact on the efficiency of the Country Office.

Functional Competencies:

Excellent knowledge of financial rules and regulations and accounting principles.
Excellent knowledge and application skills of IT tools and understanding of management systems.
Excellent knowledge of spreadsheet and database packages.
Ability to provide input to business processes re-engineering, implementation of new systems.
Ability to administer and execute financial and accounting processes and transactions.

Required Skills and Experience:
Education and certification:

Completion of secondary education required.
University degree or equivalent in Business or Public Administration is an asset.

Experience:

At least 5 years of progressively responsible experience with administrative tasks.
Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems and ERP system/Quantum.
Experience in front office and administrative support is a requirement.
Have a good knowledge of the UN system

Language Requirements:

Fluency in English and Portuguese is required.
Working knowledge of another UN official language is an asset.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=115008

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Admin Assistant

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