UNDP is hiring an Administrative Assistant: Apply Now
About UNDP
The United Nations Development Programme (UNDP) is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development.
Background
Under the overall guidance and supervision of the Regional Team Leader – Inclusive Growth / Lead Economist, the Administrative Assistant will provide administrative services in support of the Unit’s administrative and programme responsibilities.
The Administrative Assistant works in close collaboration with Operations, programmed and project teams in the Regional Hub, other UN agencies, and UNDP HQ staff to successfully deliver administrative services.
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Duties and Responsibilities
1. Ensures administrative support, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Organizes and prepares agendas and minutes of meetings and tracks follow-up actions.
- Coordinates and reports for meetings and missions for the Regional Team Leader – Inclusive Growth / Lead Economist , including research work to prepare briefing materials as applicable.
- Provision of inputs to preparation of team results-oriented workplans.
2. Ensures effective financial and logistical support, focusing on achievement of the following results:
- Support the team of any procurement processes, backstops procurement processes, including submission of required templates and documents to the Hub’s Operations Team ;
- Support the the Regional Team Leader – Inclusive Growth / Lead Economist of any travel arrangements including preparation of travel authorizations, processing requests for visas, identity cards and other documents, including timely follow-up action on medical/security clearance, claims, signatures, as appropriate
- Monitors all travel-related payments for the Regional Team Leader – Inclusive Growth / Lead Economist , liaising appropriately with the Hub’s Operations Team and BPPS staff in the field, as required;
- Administrative support to conferences, workshops, retreats.
- Arrangement of vehicle transportation, if required.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports as required
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit, as needed.
- Support the team of any HR processes including recruitments, processes of payments for PSA Short term contract holders within the team, support in supplier creation, e-requisition and P0 creation.
- Support in maintain record of all contracts within the team.
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3. Provide research related support to Inclusive Growth team:
- Support IG Team in preparation of term of references by utilizing the relevant templates;
- Assist in conducting desk reviews and bibliographies by collecting, compiling, and summarizing
- Establish and maintain the IG Team knowledge database on SharePoint.
4. Support knowledge building and knowledge sharing, focusing on achievement of the following results:
- Sound contributions to knowledge networks and communities of practice.
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
Business Development
Human-centered Design: Ability to develop solutions to problems b inoling the human perspective in all steps of the problem-solving process.
Business Management
Communication: Ability to communicate in a clear, concise, and unambiguous manner both through
written and verbal communication; to tailor messages and choose communication.
methods depending on the audience.
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
Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operations
Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursement, etc.
Required Skills and Experience
Min. Education requirements
- Secondary education or bachelor’s degree in business or public Administration, Management, or other related fields.
Min. years of relevant work experience
- A minimum of 5 years with secondary education or 2 years with a bachelor’s degree of relevant work experience in administration or programme support service in UN system, NGO, public sector, or governmental entity
Required skills.
- Proficiency in the use of office software especially Microsoft Excel, Microsoft Word, and Microsoft PowerPoint.
Desired skills in addition to the competencies covered in the Competencies section.
- Experience in organizing events (meetings, workshops, etc.)
- Good communications skills both written and oral
- Experience in engaging with stakeholders.
- Innovative problem solving and effective organizational skills.
- Good client orientation and planning skills
Required Language(s)
- Written and spoken proficiency in Arabic and English is required.
- French is a plus.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
