Administrative Assistant Vacancy-Job Ref: JKBIUNDP/1511/202072

Administrative Assistant Vacancy-Job Ref: JKBIUNDP/1511/202072

Bujumbura (Burundi)

JOB DESCRIPTION
Background

The UNDP is committed to recruiting a diverse staff in terms of gender, nationality and culture. We also encourage people from ethnic minorities, indigenous communities or disabled to apply. All applications will be treated in the strictest confidence.

UNDP does not tolerate sexual exploitation and / or abuse, or any form of harassment, including sexual harassment, and / or any form of discrimination. All selected candidates will therefore have to undergo rigorous checks relating to the references provided as well as their background.

Under the direct supervision of the Deputy Resident Representative / P & O, the Administrative Assistant ensures the efficiency and effective functioning of the office of the Deputy Resident Representative / P & O, with full confidentiality in all aspects related to his functions, maintaining protocol procedures, effective information management and monitoring deadlines and commitments made.

Duties and Responsibilities

1) Ensures the effective and efficient functioning of the RRA office by focusing on the following results:

• Management of the RRA agenda, contacts with visitors, arrangement of meetings and appointments, interpreting if necessary and preparing reports;
• Preparation of information documents for the RRA during its appointments, meetings, missions, and maintenance of protocol procedures;
• Organization of regular Operations meetings and preparation of reports, and regular follow-up of recommendations resulting from these meetings
• Management of internal and external missions of the RRA in collaboration with the transport unit, and verify the approval and signature security visas submitted to the RRA and communicate it to applicants on time;
• Maintenance of the roster of high-ranking partners and the staff telephone list;
• Preparation of all correspondence, directives and comments on behalf of the RRA for signature and follow up if necessary;
• Use of a management and office automation system for efficient operation of the RRA office.
• Administrative support in the management of compounds by drawing up lease contracts and monthly invoices for occupied compound villas;
• Ensures the administrative management of UNDP Compounds by establishing rental contracts, monthly invoices for tenants, monitoring rental payments and ensuring collection if necessary;
• Approval of the “Requisitions” of the budgets of the office and making the “Receipt” in ATLAS;
• Classification of approved and signed vendor forms;
• Organization and follow-up of the “Place-to-Place Survey”;
• Preparation of customs documents to be submitted to national authorities in order to ensure the rapid clearance of goods and equipment from the Country office,
• Liaise between the Country office and the Customs Agency contracted by the office and carry out regular monitoring with the agency for an efficient customs clearance service;
• Performs a regular check with the customs agency and ensures that all equipment ordered and cleared is delivered to the beneficiaries named in the purchasing documents.
• Ensure the preparation and obtaining of the administrative documents necessary to obtain the exemption of the products, the immediate removal, as well as the clearance of the files;
• Ensures the follow-up of the regular maintenance of office vehicles;
• Checks vehicle movements and daily fuel consumption;

2) Ensure effective communication support in the office by focusing on the following results:

• Maintenance of a filing system ensuring the safeguard of confidential documents. Use of a good filing system;

• Coordination of the flow of information in the Operations unit, between units in the office and follow-up of the flow of files if necessary;
• Facilitate the sharing of information between all the units of the office, as well as between the UNDP office and the Security Unit, the dispensary, the projects of the UNDP, WFP, UN-WOMEN, UNFPA;
• Follow up on deadlines for commitments made, recommendations and measures taken and coordinate reports submitted to the RRA;
• Sort all incoming phone calls and correspondence;
• Presentation of proposals aimed at eliminating bottlenecks in communication in the unit and streamlining of administrative procedures between the supervisor’s office and other units;

3) Facilitates learning and knowledge sharing and management with a focus on achieving the following results:

• Substantive contributions in the knowledge network and communication of practices.
• Assist the RR management partner in the organization of specialized training for secretaries;
• Organization of UN staff sessions on coordination, administration and use of protocols.

Competencies

Essential skills

Innovation

Ability to come up with new and useful ideas Level 2: Analyze complex technical documents (including data) and make concise and relevant recommendations.

Leadership
Ability to persuade others
Level 1: takes responsibility for own work and ensures high quality

Staff management
Ability to improve performance and satisfaction
Level 1: understands personal and team roles, responsibilities and goals

Communication
Ability to listen, adapt, persuade and transform Level 3: Express information and points of view with adaptive reasoning and an appreciation for complexity and variation.

Delivery
Ability to move activities forward while exercising good judgment Level 2: respects objectives and deadlines for the delivery of products or services;

Technical / functional skills

Office management
Ability to manage day-to-day office activities (including, but not limited to, travel management, facility and asset management, maintenance of policies and procedures) to meet operational needs.

Level 2: Perform and Learn: Perform and Learn: Perform Defined Tasks

Operational efficiency
Ability to identify and implement opportunities to improve operational efficiency.

Level 2: Execute and Learn: Effectively performs defined tasks and deepens knowledge of the field of work.

Knowledge of systems for gender mainstreaming, capacity development and interagency collaboration. Ability to apply them to strategic and / or practical situations.

Level 1: Reliably Reproduce: Perform work, as directed, and demonstrate motivation to develop.

Experience in the use of computers and office software (MS Word, Excel, etc.),
Experience in handling web-based management systems;
Fluency in English, French and the national language of the country of assignment.

Required Skills and Experience

Education:
Secondary education with at least five (5) years of relevant experience, or the bachelor’s degree in general humanities with a specialization in secretarial work and relevant experience of at least two (2) years will be duly considered
Experience:
Minimum 5 years of progressive responsibility experience with secondary education, or 2 years of experience with the bachelor’s degree in administration, customs clearance and logistics are required at national or international level.

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