Administrative Assistant - Tenders Global
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Administrative Assistant

International Labour Organization (ILO)

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Office of Procurement, within UNDP’s Bureau of Management Services (BMS), plays a crucial role in providing essential support, including the training of procurement professionals within UNDP. Procurement is a cornerstone of UNDP, constituting nearly 70 percent of its program delivery. This function is aligned with UNDP’s Strategic Plan and upholds best practices in public sustainable procurement.

The Procurement Training Unit is a dynamic and growing team at the forefront of professionalizing procurement across the UN system, partner Governments, NGOs, and international financing institutions. The unit organizes approximately 100 training courses annually and offers accredited formal procurement certification programs through the Chartered Institute of Procurement & Supply (CIPS), ensuring full compliance with the highest international quality and qualification standards. UNDP caters to a diverse array of UN system and Government counterparts, delivering customized training services in formats tailored to their specific needs.

Duties and Responsibilities

Under supervision of the Administrative Assistant, and in close cooperation with the training team, provides logistic and administrative support to procurement training/certification programmes to relevant UNDP operations and clients. This involves printing, packing and shipment of training course materials and supporting delivery and administration of relevant training/learning programmes.

Provides Logistic support to training courses, focusing on achievement of the following results:

  • Printing, copying, assembling, packing, shipping, customs clearing, tracing, tracking, quality assurance of training material etc.;
  • Receiving, managing, registering and import/exporting of client data, reports and documents.;
  • Provision of other ad-hoc inputs to preparation of training team results-oriented workplans.
  • Piecing together and packing various sets of training material (30 – 100 sets at a time)
  • Receiving stock and supplies from mailroom / suppliers (500+ pieces at a time)
  • Stock control – stock levels, future stock projections
  • Compilation of various course questionnaires, reports
  • Support: Receiving, Invoicing and verifying eligibility of standard course registrations
  • Support: Correction, follow up and organization of class assessment tests (MCQ’s)
  • Receiving WBA’s, correctly recording, printing, dissementating, receiving and inserting score data (Monthly)
  • Use of CRM, CMS and admin modules
  • Setting up and support for virtual Training courses
  • Use of DHL Online booking system           
Competencies
Core
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
Required Skills and Experience
Education:
  • Secondary Education Required
Experience:
  • 5 years of relevant administration experience is required. 2 years relevant experience will be considered if Bachelor Degree.
  • UN or public organization experience would be advantageous.
  • Previous knowledge of packing/sending material through major courier companies is required.
  • Previous experience in data input, stock/warehousing is an asset.
  • Experience in IT and Virtual online systems would be an advantage
Disclaimer
Applicant information about UNDP rosters:
UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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