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1. Organization Description
Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).
The GOUNH in Hanoi is housing 16 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.
The Administrative Assistant is a member of the CBO team and under the overall guidance of the GOUNH CBO Manager and the direct supervision of the Common Services Associate, he/she shall provide reliable administrative and financial support services within the GOUNH Common Back Office (CBO).
UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
2. Scope of Work
The Administrative Assistant shall demonstrate a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds, ensuring consistency and timeliness of delivery.
Summary of key function
1). Support consumables management and procurement processes to meet operational needs, focusing on achievements of the following results:
2). Support registry and asset management
3). Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:
4). Support knowledge building and sharing
5). The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the CBO.
3. Institutional Arrangement
Under the overall guidance and supervision of the Common Services Associate, the Administrative Assistant works in close collaboration with the CBO team, UNDP as CBO’s hosting agency and provider of legal framework for the CBO to function and other UN agencies staff to exchange information and ensure consistent service delivery.
An Organigram is attached as an Annex to show the position of this function within the office and unit structure.
4. Competencies
Core Competencies | |
Achieve Results | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
Think Innovatively | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
Learn Continuously | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
Adapt with Agility | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
Act with Determination | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
Engage and Partner | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
Enable Diversity and Inclusion | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
Cross-Functional & Technical Competencies | ||
Thematic Area | Name | Definition |
Business Management | Customer Satisfaction/Client Management |
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Business Management | Resource Management |
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Business Management | Operations Management |
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Administration & Operations | Inventory Management |
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Administration & Operations | Documents and records management |
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Administration & Operations | Travel policy and procedures |
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Administration & Operations | Events management (including retreats, trainings and meetings) |
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5. Minimum Qualifications
Min. Education requirements |
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Min. years of relevant work experience |
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Required skills |
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Desired skills in addition to the competencies covered in the Competencies section |
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Required Language(s) |
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