Administrative Assistant

Position - Administrative Assistant

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.

Under the guidance and direct supervision of the Premises Associate, the Administrative Assistant provides telephone communication, general reception and information services as well as support in administrative and logistic processes to the UN premises ensuring high quality and accuracy of work. The Administrative Assistant displays a client, quality, and results-oriented approach.

The Administrative Assistant collaborates closely with the staff of the UNDP Country Office and all other UN agencies to exchange information and ensure consistent service delivery.

Duties And Responsibilities

Summary of key functions:

• Provision of front-desk service and telephone communications services;
• Maintenance of registry system, Effective management of registry email account, diplomatic & local pouch management
• Provision of administrative and logistical support including assisting in common services e-requisition, micro purchasing, and other procurement-related activities and Payment processing for utilities, outsourced services, etc.
• Support knowledge-building and knowledge-sharing.
• Ensure the provision of front-desk service and telephone communication services focusing on the achievement of the following results:
• Operation and management of the telephone switchboard in accordance with appropriate protocol and courtesy.
• answer and address incoming phone calls in a timely and polite manner, clearly determine the purpose of the call;
• screen calls before forwarding to the appropriate staff;
• deal with queries and provide clear and correct information.
• keep her-/himself informed about the developments in the UN to be able to respond to queries and requests.
• Weekly check and test of all telephone lines with the support of a technician
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to the telephone service provider for regular maintenance and repair for management of planning of the front desk coverage.
• Update the UN Staff telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, NGOs, and other important contacts.
• Ensures maintenance of registry system, effective mail and pouch management focusing on achievement of the following results:
• Manage mail:
• sort, register and distribute all incoming mail (postal, diplomatic, electronic);
• translate incoming letters, and/or other official documents;
• prepare outgoing mail for pick-up or courier; ensure financial authorization accompanies any request for express courier services and forwards to Finance unit along with the airwaybill;
• follow up with staff and customers with regard to the undelivered mail.
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities.
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the UNDP ICT staff
• Receipt, registration, coding, and forwarding incoming faxes, letters, and other correspondence to the proper department/unit/officer.
• Registration and dispatch of outgoing communications, including pouch and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
• Organization and preparation of documents courier and pouch shipments (received/sent), Preparation of all necessary documentation, and implementation of follow-up actions.
• Assistance in preparing cost-recovery bills in quantum for the administrative services provided by UNDP to other agencies if requested, including prorating and billing for pouch services of user agencies.
• Provision of administrative and logistical support including assisting in common services e-requisition, micro purchasing, and other procurement-related activities and Payment processing for utilities, outsourced services, etc.
• Communication with suppliers for information collection for supplier registration in quantum flatform.
• Call quotations and evaluate them for micro-purchasing goods and services related to the common services.
• Creating e-requisitions, purchasing stationeries, store management, and distribution of stationeries for the requirement of UNDP and other UN agencies in the compound.
• Processing payment in the quantum platform for common services for goods, utilities, constructions, renovations, security, cleaning, and other outsourced services.
• Support knowledge building and knowledge sharing, focusing on the achievement of the following results:
• Participation in training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results impact the execution of the reception and telephone services of the UN Compound in terms of quality and accuracy of work completed. Accurate data entry, presentation of information, and client-oriented approach enhance UNDP's capability to provide administrative services.

• Institutional Arrangement

Reports to the Premises Associate

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by the deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is a 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.

Technical competencies

Thematic Area Name Definition

Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy, including storing and archiving

Administration & Operations

Inventory management

Each office to ensure sufficient inventory items are available for use as well as reporting for items that are beyond the corporate threshold of $5K and above

Administration & Operations Registry & correspondence management Ability to collect, register, maintain, and deliver mail and UNDP pouch; ability to manage archives

2030 People Agenda Gender Gender Mainstreaming

Business Direction & Strategy Effective Decision Making Ability to make decisions in a timely and efficient manner in line with one authority, area of expertise, and resources.

Business Development Knowledge Generation Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

Business Development Integration within the UN Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.

Education

Required Skills and Experience

• Secondary Education (G.C.E. A/L)

OR

• A university degree (Bachelor’s Degree) in Management or any other relevant area will be given due consideration but is not a requirement.

Experience

• Minimum 5 years (with Secondary Education) or 2 years (with bachelor’s degree) of working experience in Management or other relevant field.

Desired skills in addition to the competencies covered in the Competencies section

• Previous experience in the similar role would be an advantage.
• Prior experience in handling administrative tasks would be an asset.
• Demonstrate the ability to work effectively in a multicultural team of international and national personnel is an asset.
• Prior experience with UNDP/UN system or in the development sector would be an advantage.
• Fluency in Sinhala and/or Tamil with excellent English communication skills.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: 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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