Overview
Provides support to office operations performing a variety of standard administrative processes, particularly those related to Travel and Logistics, ensuring high quality and accuracy of work.
Key Responsibilities
- Implement operational strategies in alignment with governing rules and regulations.
- Provide support to office operations performing a variety of standard administrative processes.
- Serve as custodian for management of office stationery supplies.
- Provide support to organization of procurement processes.
- Prepare POs.
- Organize shipments and customs clearance arrangements.
- Prepare documents/documentation for UNDP shipments.
- Perform Buyer role in ERP.
- Arrange travel and hotel reservations.
- Provide support to staff members by processing requests for visas, identity cards and other documents.
- Arrange vehicle transportation, regular vehicle maintenance and insurance.
- Check and record vehicle daily log and gas consumption.
- Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports.
- Provide support to the organization/maintenance of common services and maintenance of common premises.
- Maintain files and records relevant to office maintenance.
- Maintain contacts with visitors and staff, arrange appointments and meetings.
- Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Help organize and participate in training for the operations/projects staff on administration.
Required Experience
- Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant administration experience at the national or international level is required.
- Prior relevant working experience with the UN/UNDP, an international organization or an international NGO is desired.
- Direct experience applying and ensuring compliance with UN/UNDP rules, regulations, policies, and procedures is desired.
- Practical experience with the full range of administrative tasks, including processing administrative transactions, managing contracts, tracking positions, and handling staff entitlements and benefits is desired.
Qualifications
Secondary education is required. OR A university degree (bachelor´s degree) in Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
