Administrative Assistant – UNDP – Manila

Duties and Responsibilities
1) Ensure Implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented workplans.
2) Ensure Support the effective and efficient functioning of Operations unit in the office, focusing on achievement of the following results:
Maintain an effective record of in-coming and out-going official communications from the office to partners;
Facilitate recordings and dispatching to the appropriate in CO focal point of relevant documentation of programme, projects and operations;
Maintain appropriate filing system in adherence with UNDP e-filing policies and procedures.
3) Ensure Support to administrative and logistical services, focusing on achievement of the following results:
Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
Support in the processing of Travel requests and liquidation as and when required by exigency;
Support in arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents as and when required by exigency;
Administrative support to conferences, workshops, retreats;
Collection of information for relevant administrative related HQ surveys, i.e. DSA, travel and other administrative surveys, support to organization of common services;
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;
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;
Assistance in the preparation of budget, provision of information for audit.
4) Ensure Support to Office maintenance, CAP and assets management, focusing on achievement of the following results:
Maintenance of records on assets management, preparation of reports;
Performing CAP secretary role while facilitation of cases for review;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.
5) Support knowledge building and knowledge sharing in the Office, focusing on achievement of the following results:
Participation in online and in person training for operations/project staff on administration;
Sound contributions to knowledge networks and communities of practice.

Required Skills and Experienc

Education:
Secondary Education or bachelor’s degree in a related field;
UNDP Procurement Certification would be an asset.

Experience:
5 years of relevant experience with Secondary Education or 2 years of relevant experience with bachelor’s degree;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems;
Exposure to UNDP ERP, ATLAS and share point an asset.

Language Requirements:
Proficiency in English. Working knowledge of other UN language desirable.

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