Administrative Assistant – UNDP

Background

Under the supervision of the Administrative Associate, the Administrative Assistant for Asset & Transport Management supports the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant also supervises the Transport unit and promotes a client, quality and results-oriented approach;

The Administrative Assistant works in close collaboration with Programme and Operations Teams in the Country Office (CO), project personnel and other UN agencies staff to exchange information and ensure consistent service delivery;

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Supports the assets management focusing on achievement of the following results:
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece;
Entry in ATLAS of all the requisite asset management information;
“Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles;
Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS;
Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.
Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
Preparation of inventory reports as required;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
Provides support to DRR-Operations in the absences of the Administration Associate;
Audit focal point for the Operations unit;
Ensure adequate management of the fleet by

a) assigning office vehicles for the transport of UNDP RR/UN RC, other high-ranking officials, UNDP staff to project sites and other official destinations and visitors,

b) Delivery and collection of urgent mail, documents and other items,

c) dispatching of the drivers and

d) ensuring the drivers maintain cost-savings through proper use of vehicle by grouping the required services whenever possible and through accurate maintenance of daily vehicle logs,

e) ensuring that relevant cost recovery measures are undertake;

f) preparing monthly schedule on fuel usage and submit to Administrative Associate for verification and

g) checking of vehicle log books and fuel usage against mileage.

Prepare maintenance schedule for each vehicle and see through that maintenance has been completed and appropriately recorded. Ensure vehicles are reliable and MOSS Compliant and that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
Ensure assigned drivers conduct proper day-to-day maintenance of the vehicles by reporting minor and major repairs on time; checking tires, brakes; maintaining clean vehicles, entry of cost of repairs and maintenance and service and ensure no deviation of performance of vehicles, checking and verification of daily vehicle log books, issuing of fuel cards entry of the average monthly fuel consumption, prepare the monthly fuel consumption report for the fleet for the payment of Fuel supplier invoice etc.
Ensure availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts are available in each vehicle. Preparation of vehicle records on receipt of new vehicles (GA 135);
Manage assignment of drivers and propose a planning for annual leave for the CO drivers and those in the CO driver pool. Under the supervision of the
Administrative Associate, make necessary arrangements to ensure transport is provided during the leave of the members of the team in order to maintain continuity and a smooth running of the services provided by transportation unit;
4. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Training of staff engaged in the conduct of physical inventory;
Briefing of staff members on issues relating to area of work;
Sound contributions to knowledge networks and communities of practice;
Competencies

Functional Competencies:

Promoting Organizational Learning And Knowledge Sharing
Basic research and analysis
Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
Identifies and communicates opportunities to promote learning and knowledge sharing;

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position (asset management);
Possesses basic knowledge of organizational policies and procedures related to the asset management and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Promoting Organizational Change and Development
Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions;
Documents processes to support change initiatives;
Design and Implementation of Management Systems
Data gathering and implementation of management systems
Uses information/databases/other management systems;
Makes recommendations related to work procedures and implementation of management systems;
Client Orientation
Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly;
Promoting Accountability and Results-Based Management
Gathering and disseminating information
Prepares timely inputs to reports;
Maintains databases;
Core Competencies:
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making;
UNDP Procurement Certification programme
Required Skills and Experience

Education:

Completion of Secondary Education; University Degree in the Social Sciences, Business or Public Administration desirable, but is not a requirement;
Experience:

5 years of relevant experience in administration support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems;
Experience with ERP systems, preferably PeopleSoft, desirable;
Knowledge of IPSAS and/or IFRS desirable;
Language Requirements:

Fluency in the UN and national language of the duty station.

How to apply

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