Работа и карьера

ОПИСАНИЕ ДОЛЖНОСТИ: 

Under the guidance of the Operations Manager and the direct supervision of the Procurement Analyst, the Administrative Assistant provides support to office operations, performing a variety of standard administrative processes ensuring high quality and accuracy of work. 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 exchange information and ensure consistent service delivery.

Key Duties and Accountabilities:
a) Implementation of operational strategies;
b) Support to administrative and logistical services;
c) Support to office maintenance and assets management;
d) Support to knowledge building and knowledge sharing.

ОБЯЗАННОСТИ: 

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a) 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.

b) Ensure effective administrative and logistical support to the Office and Projects, 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;
- Performance of Supplier Maintenance and travel Processor roles in Quantum;
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
- Arrangements of travel, purchase of tickets, verification of DSA, processing requests for visas, identity cards and other documents;
- Administrative support to conferences, workshops, retreats;
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
- 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;
- 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.

c) Provide support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports;
- Maintenance of files and records relevant to office maintenance;
- Provision of support to maintenance of common premises and common services.

d) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration;
- Sound contributions to knowledge networks and communities of practice.

ТРЕБУЕМАЯ КВАЛИФИКАЦИЯ: 

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Education
- Secondary education; certification in administration desirable.

Experience, Knowledge, and Skills
- 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 and Armenian languages.

Competencies
Core Competencies:
- 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: Appreciates/ respects differences, aware of unconscious bias, confronts discrimination.

People Management
UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional and Technical competencies
- Business Direction and Strategy - Business Acumen - Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome;
- Business Direction and Strategy - Entrepreneurial Thinking - Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate;
- Business Development - Integration within the UN - Ability to identify, and integrate capacity and assets of the UN system, and engage in joint work;
- Business Development - Knowledge generation - Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need;
- Administration and Operations - Inventory management - Each office to ensure sufficient inventory items are available for use, as well as reporting for items which are beyond the corporate threshold of $5K and above;
- Administration and Operations - Events management (including retreats, trainings and meetings) - Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.;
- Administration and Operations - Travel policy and procedures - Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.

ПРОЦЕДУРА ПОДАЧИ ЗАЯВОК: 

Interested and qualified candidates may view the vacancy notice and apply through the following link: https://tinyurl.com/2p85k27v.

Пожалуйста, четко укажите в своем заявлении, что вы узнали об этой возможности через Career Center, и укажите URL-адрес нашего веб-сайта - www.careercenter.am. Спасибо.

ДОПОЛНИТЕЛЬНЫЕ ЗАПИСИ: 

- Contract Type: FTA (Fixed-term appointment)
- Level: G5

О ПРОГРАММЕ: 

The United Nations Development Programme (UNDP) established its presence in Armenia in 1993 and since then it has positioned itself as a strategic and substantive partner to the Government of Armenia and other stakeholders by assisting their efforts to advance human development and improve the well-being of citizens.
UNDP provides tangible, people-centered and innovative development solutions in Armenia, helping the country to build forward better.
UNDP works with a wide range of donors, public, private and civil society stakeholders at all levels in five major areas of development:
- Democratic Governance;
- Socio-Economic Development;
- Climate, Environment and Energy;
- SDG and Innovative Finance;
- Gender Equality.