Administrative Assistant

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 Operations Manager, the Administrative Assistant provides high-quality support to office operations, ensuring accuracy, timeliness, and reliability of administrative processes.

The position plays a key role in structuring and coordinating administrative workflows, including protocol-related services, operational facilitation, and inter-agency service provision, contributing to improved efficiency and accountability.

The Administrative Assistant facilitates effective interaction with national authorities and stakeholders, ensuring compliance with regulatory frameworks and supporting smooth execution of operational activities.

The role promotes a client-oriented, quality-driven, and results-based approach and works in close collaboration with Operations, Programme, and project teams, particularly UN agencies, to ensure consistent, responsive, and efficient service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, the Administrative Assistant contributes to cross-functional collaboration, including inter-agency coordination and common services, supporting integrated and efficient operations across the Country Office.

The Administrative assistant works in close collaboration within the Operations, Programme and Projects’ staff in the CO and particularly UN agencies staff to exchange information and ensure consistent service delivery.

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 administrative business processes mapping and implementation of internal standard operating procedures (SOPs).
• Support the implementation and improvement of administrative processes related to protocol services and administrative facilitation.
• Contribute to strengthening traceability, accountability, and efficiency of administrative workflows, including inter-agency service provision.
• Support preparation and implementation of results-oriented workplans aligned with operational priorities.

2.) Provide support for effective administrative and financial control in the Country Office.

• Contribute to monitoring and tracking of administrative service requests, including support to cost-recovery mechanisms for services provided to partner agencies.
• Assist in preparation of budget and audit-related information.
• Compile and review data, prepare administrative documentation, including requests for payments and invoices.
• Support process optimization and workflow improvements to enhance administrative efficiency, transparency, and performance.

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

• Provide support to procurement processes, logistics coordination, and shipment arrangements, including customs clearance facilitation in line with applicable regulations.
• Provide administrative support in reviewing and processing service requests, ensuring completeness, accuracy, and compliance.
• Support administrative processes related to protocol services, including facilitation of courtesy visas, entry authorizations, and official documentation.
• Assist in coordination of administrative processes related to exemptions (vehicles, equipment, technical materials), ensuring compliance with national regulatory frameworks.
• Maintain effective working relationships with relevant national authorities and service providers to facilitate administrative processes and anticipate potential bottlenecks.
• Contribute to coordination, tracking, and follow-up of inter-agency administrative service requests, ensuring timely processing, proper documentation, and reporting.
• Support vehicle-related administrative processes, including registration, insurance, and compliance with national regulations.
• Monitor deadlines, commitments, and follow-up actions to ensure timely delivery of administrative services.
• Provide comprehensive support to meetings and missions, including preparation of briefing materials, coordination of logistics, and administrative facilitation.

4.) Support knowledge building and sharing in the Country Office.

• Participate in inter-agency coordination platforms, including Operations Management Team (OMT) meetings, and other initiatives, contributing to alignment and information sharing across UN agencies.
• Contribute to knowledge sharing on administrative, protocol, and regulatory processes within the Country Office and with partner agencies.
• Support training and capacity-building initiatives
• May supervise junior staff

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

4. Institutional Arrangement

The Administrative Assistant will work under the supervision of Operations Manager

Competencies

5. Competencies / Compétences

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: Customer satisfaction/ Client Management

Ability to respond timely and appropriately with a sense of urgency, provide

consistent solutions, and deliver timely and quality results and/or solutions to fulfil

and understand the real customers' needs. Provide inputs to the development of

customer service strategy. Look for ways to add value beyond clients' immediate

requests. Ability to anticipate client's upcoming needs and concerns

Administration &Operations Operations Management Ability to plan, organize, and support administrative and operational processes to ensure efficient service delivery.

• Knowledge of business process improvement, workflow optimization, and administrative coordination.

• Ability to contribute to efficient management of inter-agency service requests and operational activities

Administration & Operations Administrative Coordination & Inter-agency Support

• Ability to coordinate administrative service delivery across teams and with partner UN agencies in a structured and client-oriented manner.

• Knowledge of inter-agency collaboration mechanisms and common services frameworks.

• Ability to track, monitor, and report on service requests, ensuring accountability, transparency, and efficiency.

Administration &Operations Vehicle management Knowledge of policy & procedures on fleet management

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

Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff

Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education:

Secondary education is required.

Or

University Degree (bachelor’s degree) in Social Sciences, Business Administration, Economics, Logistics or in any related field would be given due consideration but not a requirement.

A Certification in administration is desirable.

Experience:

Minimum years of relevant professional experience Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration and administrative support services (logistics support, file tracking, fleet and asset management, reporting and archiving).

Required qualifications

Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Desired skills

• Proven Knowledge of processes at MINREX
• Proven Knowledge in Customs clearance arrangements (MINFI)
• Proven Knowledge of vehicle administrative filing (MINTRANSPORTS)
• Experience of archiving techniques
• Experience of vehicle management
• Working experience with other UN Agencies
• Experience in handling of web-based management systems

Langue(s) requise(s) Fluency in French and working knowledge of English OR Fluency in English and working knowledge of French

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.