Operations and Admin Assistant

Details

Mission and objectives

United Nations Development Programme (UNDP), a key UN member since 1945 and active in Iraq since 1976, is dedicated to aiding the country’s transition to stability and reform. Aligned with the government’s vision, UNDP strives for a resilient Iraq by addressing social, economic, environmental, and political challenges. One of its primary goals is to fortify institutions, ensuring they provide inclusive, evidence-based, and gender-responsive services, with a focus on vulnerable populations. This involves promoting transparent, accountable governance to safeguard the rights of marginalized groups and foster citizen trust in the state.
The Support to Justice Initiatives curbing Corruption and promoting Commercial Dispute Resolution (ACAI) project, part of the governance portfolio, aims to combat corruption and advance commercial dispute resolution in Iraq. It has five key outcomes: refining the legal and strategic framework for anti-corruption, boosting the capabilities of the justice sector to handle corruption cases, strengthening legislation and institutions for commercial dispute resolution, garnering parliamentary support for anti-corruption reforms, and enhancing transparency and public accountability. The Trial Monitoring (TM) Programme, falling under output 2, specifically focuses on monitoring high-level corruption cases in Iraq’s specialized courts.

Context

• As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality
support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions,
including:
– Ensures implementation of operational strategies, focusing on achievement of the
following result:
i. Full compliance of administrative activities with UN/UNDP rules, regulations,
policies and strategies.
o Ensures effective and efficient functioning of the Commercial Dispute Resolution
component, focusing on achievement of the following results:
i. Arrangement of appointments and meetings, managing events calendar.
ii. Taking minutes of the meetings.
iii. Acting as an interpreter when required, as well as translation of correspondences,
when needed.
iv. Compilation and preparation of briefing and presentation materials, power points,
speeches, background information and documentation for meetings and missions.
– Ensures effective administrative and logistical support, focusing on achievement of the
following results:
i. Performance of a Buyer role in Atlas/Quantum/UNall and preparation of POs for
travel activities.
ii. Support to organization of procurement processes including preparation of RFQs,
ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary
evaluation. Preparation of POs.
iii. Coordination of travel and hotel reservations, preparation of travel authorizations
(Travel requests and Travel claims), processing requests for visas, identity cards,
entry/visitor permits and other documents.
iv. Administrative support to conferences, workshops, retreats.
v. Collection of information for DSA, travel agencies and other administrative
surveys, support to organization of common services.
vi. Arrangement of vehicle transportation, preparation and coordination of
transportation and security clearance documentation.
vii. Research and retrieval of data from internal and external sources; preparation of
statistical charts, tables and reports.
viii. Follow up on deadlines, commitments made, actions taken and coordination of
collection and submission of the reports to head of unit.
ix. Assistance in the preparation of budget.

Task description

Within the delegated authority and under the supervision of the Commercial Dispute Resolution Team
Lead, the UNV Operations and Administrative Assistant will:
• Support to effective and efficient functioning of the Commercial Dispute Resolution component
• Support to administrative, operational and logistical services (details in part 13: Expected Outputs)
• Support to written and oral translation
• Any other related tasks as may be required or assigned by the supervisor.
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate
within their assignment and promote voluntary action through engagement with communities in the
course of their work. As such, UN Volunteers should dedicate a part of their working time to some of
the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant
UNV and external publications and take active part in UNV activities (for instance in events that
mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and
opportunities
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites,
newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local
individuals and organizations to use the UNV Online Volunteering service whenever technically
possible.