Administrative Assistant, Accounts Division

This is a re-advertisement and those who applied in the earlier round need not apply again. Qualified internal candidates will be given priority consideration. Under the supervision of the Chief, Accounts Division, the incumbent provides administrative support to the Chief and the teams (consisting of several managers, analysts and associates/assistants). The incumbent is expected to handle all routine and daily activities with very little supervision.

Duties and Responsibilities

Summary of Key Functions Effective function of office Administrative support Office maintenance Ensure effective and efficient functioning of the office of the Chief of Accounts Division. Contacts with visitors and staff, arrangement of appointments and meetings Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions. Provide effective administrative and logistical support of the following results: Acts as a Buyer in Atlas and preparation of POs for travel activities. Arrange travel and hotel reservations; prepare travel authorizations, process requests for visas, identity cards and other documents. Provide administrative support to conferences, workshops, retreats. Act 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. Maintain of the filing system ensuring safekeeping of confidential materials. Research and retrieval of statistical data from internal and external sources; prepare statistical charts, tables and reports. Follow up on deadlines, commitments made, actions taken and coordinate the collection and submission of the reports to head of unit. Provide support to office maintenance and other logistics, focusing on achievement of the following results: Maintain records on assets management, preparation of reports. Maintain files and records relevant to office maintenance Act as focal point for equipment maintenance issues for the division

Competencies

Corporate Competencies Demonstrates commitment to UNDP’s mission, vision and values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Knowledge Management and Learning Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform work of confidential nature and handle a large volume of work Good knowledge of administrative rules and regulations Strong IT skills, knowledge of Atlas Leadership and Self-Management 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

Education: Secondary education; certification in administration desirable. University degree in Business Administration, Public Administration, Management, Finance or Accounting or any related discipline desirable, but it is not a requirement. Experience: 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Language Requirements: Fluency in English required. Knowledge of a second UN language is desirable. Well qualified candidates, particularly female candidates, are encouraged to apply. Applications should be submitted on line and include UNDP Personal History Form (P11) posted at http://sas.undp.org/Documents/P11_Personal_history_form.doc. Only short-listed applicants will be contacted. Incomplete applications or applications received after the closing date will not be considered.

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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Administrative Assistant, Accounts Division