UNDP Pacific in Fiji
Suva, Fiji
Background
Under the guidance and supervision of the Administrative Associate the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. 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 ensure consistent service delivery.
Duties and Responsibilities
Ensures implementation of operational strategies , focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Assist in implementation of Administrative SOPs
Provision of inputs to preparation of administrative team results-oriented workplans.
Assist in basic procurement functions including facilitating micro purchasing, procurement of venue for workshops/meetings and purchase orders.
Submit data for cost recovery on monthly billings for administrative services provided to clients
Any other duties as assigned
Provides travel and visa related administrative and logistical support, focusing on achievement of the following results:
Arrangement of travel for staff and participants for official workshops / meetings in most cost efficient way
Arrangement of hotel reservations when needed.
Processing visa requests for all incoming consultants and missions.
Certification of Travel Requests and Expense Reports for UNDP funded and organized workshops in conformity with UNDP policies.
Monitoring Travel and Expense (T&E) Dashboard and taking follow up actions to ensure minimal pending items.
Submission of Travel Request in Atlas via T&E module for other UN Agencies
Reconciliation of travel invoices with travel service providers, UNDP Finance and Global Shared Services Unit.
Support annual DSA survey through collection of inputs for various destinations.
Administrative support to organization of conferences, workshops, retreats.
Assist in reconciliations of vendors’ accounts and upkeep of local purchase orders
Any other duties as assigned
Provides support to Document Management, office maintenance and assets management, focusing on achievement of the following results:
Assist in collection of information on assets management, maintenance of records and files on assets management,
Assist in monitoring and updating of asset management dashboard
Assist in the office/properties as required
Ensure proper filing of administrative (Travel) documents and record keeping for the unit
Any other duties as assigned
Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Assist in facilitation and participate in administrative training .
Provide travel policy advisory support to staff and participants including visa advisory.
Contributions to knowledge networks and communities of practice.
Any other duties as assigned
Competencies
Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
Ability to review data, identify and adjust discrepancies
Ability to produce accurate and well documented records conforming to the required standard
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Strong IT skills
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Required Skills and Experience
Secondary education. Specialized qualification in travel, procurement or general administration is desirable but not a requirement; 5 years of relevant experience in either travel, procurement or general administration. Proven experience in administration including specific experience in facilitating travel for large workshops/meetings will be added advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Fluency in the UN and national language of the duty station.
Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Background
Under the guidance and supervision of the Administrative Associate the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. 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 ensure consistent service delivery.
Duties and Responsibilities
Ensures implementation of operational strategies , focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Assist in implementation of Administrative SOPs
Provision of inputs to preparation of administrative team results-oriented workplans.
Assist in basic procurement functions including facilitating micro purchasing, procurement of venue for workshops/meetings and purchase orders.
Submit data for cost recovery on monthly billings for administrative services provided to clients
Any other duties as assigned
Provides travel and visa related administrative and logistical support, focusing on achievement of the following results:
Arrangement of travel for staff and participants for official workshops / meetings in most cost efficient way
Arrangement of hotel reservations when needed.
Processing visa requests for all incoming consultants and missions.
Certification of Travel Requests and Expense Reports for UNDP funded and organized workshops in conformity with UNDP policies.
Monitoring Travel and Expense (T&E) Dashboard and taking follow up actions to ensure minimal pending items.
Submission of Travel Request in Atlas via T&E module for other UN Agencies
Reconciliation of travel invoices with travel service providers, UNDP Finance and Global Shared Services Unit.
Support annual DSA survey through collection of inputs for various destinations.
Administrative support to organization of conferences, workshops, retreats.
Assist in reconciliations of vendors’ accounts and upkeep of local purchase orders
Any other duties as assigned
Provides support to Document Management, office maintenance and assets management, focusing on achievement of the following results:
Assist in collection of information on assets management, maintenance of records and files on assets management,
Assist in monitoring and updating of asset management dashboard
Assist in the office/properties as required
Ensure proper filing of administrative (Travel) documents and record keeping for the unit
Any other duties as assigned
Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Assist in facilitation and participate in administrative training .
Provide travel policy advisory support to staff and participants including visa advisory.
Contributions to knowledge networks and communities of practice.
Any other duties as assigned
Competencies
Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
Ability to review data, identify and adjust discrepancies
Ability to produce accurate and well documented records conforming to the required standard
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Strong IT skills
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Required Skills and Experience
Secondary education. Specialized qualification in travel, procurement or general administration is desirable but not a requirement; 5 years of relevant experience in either travel, procurement or general administration. Proven experience in administration including specific experience in facilitating travel for large workshops/meetings will be added advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Fluency in the UN and national language of the duty station.
Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
