UNDP Administrative Assistant in Asmara, Eritrea

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.

Duties and Responsibilities for Administrative Assistant 

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.

• Maintain records on assets management and prepare reports.
• Maintain the filing system ensuring safekeeping of confidential materials.

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

• Assist in the preparation of budget and information for audit.
• Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports.
• Review travel authorizations, documentation, payments.
• Review and verify documents on vendor creation set-up information in ERP.

4. 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.

• 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. Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of registry, general services, telephone operator/receptionist.

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Required Skills and Experience