Administrative Assistant

Mission and objectives

• UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life.

Context

• Under the direct guidance and supervision of the Administrative Associate, and as a member of the operations team, the Administrative Assistant provides administrative support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

Task description

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will be responsible for:

• Support in Assets/custodial items & Inventory managements (incl. verification, tagging);
• Preparation of routine correspondences under the supervision of Admin Associate;
• Managing documents and files (incl. copying, printing);
• Daily support to administrative and logistical services;
• Daily support to travel management processes;
• Arrangements of travel and hotel reservations for visiting UN/UNDP officials;
• Processing requests for visas, accreditation, identity cards, migration registration. IIN issuance and other documents;
• Administrative support to conferences, workshops requested by non-accredited Agencies;
• Support in collecting of information requested by non-accredited Agencies and performance of other administrative surveys;
• Copying and searching documents for VAT return;
• Processing requests In Fleet Tracking Management System;
• Monitoring the work of technical staff on the 4th floor and informing CP manager in case of any comments on work improvement; filter replacement; sanitizer replacement control;
• Tickets booking/issuance/cancellation for non-accredited UN Agencies;
• Migration Police Notification on foreigner’s entry to RK arrived in Almaty;
• Administrative support to UNDP conferences, workshops, retreats;
• General administrative support in the office (can include: procurement of office needs, stationary, furniture; kitchen appliances);
• Submission of service provider’s invoices for payment in compliance with FU SOP;
• Reservation of UNDP vehicle/equipment / facilities / services via online reservation tool;
• Assisting in various daily operations and other relevant duties upon request.

Results/expected outputs:

• As an active UNDP Kazakhstan team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP Kazakhstan and its beneficiaries in the accomplishment of her/his functions, including:
• Administrative Assistant provides administrative support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Requirements

Required experience

• 3 years of experience in administrative and financial support of projects;
• Good writing and editing skills in English;
• Excellent interpersonal, communication and facilitation skills; as well as good organizational skills;
• Ability to work in an environment requiring liaison and collaboration with multiple actors
• including government representatives, donors and other stakeholders;
• Ability to plan and work in a high-pressure work environment under tight deadlines;
• Good PC commands (Word, Excel, Internet Explorer, etc.);
• Fluency in English and Russian. Working knowledge of Kazakh is an asset.
• Have affinity with or interest in UNDP Kazakhstan’s work, volunteerism as a mechanism for durable development, and the UN System.

Languages

• English, Level: Fluent, Required
• Russian, Level: Fluent, Required
• Kazakh, Level: Working knowledge, Desirable

Source: https://app.unv.org/opportunities/1770125727445248