Admin Assistant (Open to internal and external applicants)

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Under the overall guidance and supervision of the Administrative Associate and the Administrative Analyst respectively, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes in particular those related to Travel and Logistic ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Scope of Work

Duties and Responsibilities

1. Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality:

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provide inputs to preparation of administrative team results-oriented workplans.

2. Provide appropriate and required administrative and logistical services to the Country Office

• Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
• Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs. Organize shipments and customs clearance arrangements. Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. Perform Buyer role in ERP.
• Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. When requested, collect information for DSA, travel agencies, and other administrative surveys.
• Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit.
• Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance.
• Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.

3. Ensures facilitation of knowledge building and knowledge sharing through:

• Help organize and participate in training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Administrative Assistant will report directly to the Administrative Associate (Travel and Logistics). The HR Assistant will work closely with the Administration team and engage with various stakeholders to ensure compliance and delivery of administrative and logistical services.

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

Cross-Functional & Technical competencies

Thematic Area Name Definition Business Management Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms