Administrative Assistant (NPSA 5)
UN DP
Almaty, Kazakhstan
3 дня назад

Job Description

Background 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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination.

All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) in Kazakhstan is contributing to the country’s development through the following programmatic priorities outlined in the Country Programme Document 2021-2025 (CPD) : 1) addressing social vulnerabilities and inequalities, 2) effective and accountable institutions, 3) climate and disaster resilience and low-carbon growth, and 4) diversified and knowledge-based economic growth.

The CPD is implemented by the UNDP Country Office (CO) in Kazakhstan, located primarily in Nur-Sultan, with a limited presence in Almaty and other project-based locations.

The CO is structured into Programme, Management & Program Support, and Operations units, with the latter being responsible for strategic administrative and human resources management, efficient procurement and logistical services, and Information and Communication Technologies (ICT), and ensuring consistency with UNDP rules and regulations.

Being a part of the Operations unit, the Administrative Assistant provides support to the office operations and UN agencies, 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 personnel in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions :

  • Implementation of operational strategies
  • Support to effective and efficient functioning of the Operations unit
  • Provision of routine administrative and logistical services
  • Support to office space and assets management
  • Support to knowledge building and knowledge sharing
  • Ensures implementation of operational strategies, focusing on achievement of the following results :
  • Full compliance of administrative activities with 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 results-oriented workplans for the administrative unit.
  • Ensures e ffective and efficient functioning of the Operations unit, focusing on achievement of the following results :
  • Effective communication with the Clients and staff;
  • Arrangement of appointments and meetings
  • If required provision of interpretation services
  • If required taking meeting minutes.
  • If required, translation of correspondence.
  • Ensures effective administrative and logistical support , focusing on achievement of the following results :
  • Organization of shipments / customs clearance arrangements including preparation of required documents for UNDP shipments (received / sent) and follow-up actions with responsible entities.
  • Performance of a Travel Originator role in Atlas and preparation of travel requests / / expense reports / travel claims.
  • Support to procurement processes including provision of data for the terms of references and technical specifications, conducting market research and analysis, participation in the evaluation processes if required.
  • Travel and Hotel reservations; processing requests for visas, diplomatic cards and other documents.
  • Logistical arrangements for conferences, workshops, retreats.
  • Assistance with DSA disbursement
  • Assistance with DSA and other other administrative surveys.
  • Arrangement of transportation services if required
  • Support with maintenance and insurance of the Office vehicle, including regular check of the vehicle daily log and gas consumption.
  • Maintenance of office supplies in the office in Almaty
  • Assistance in budget preparation.
  • Provision of information for audits.
  • d. Supports office space and assets management, focusing on achievement of the following results :

  • Assistance with asset / inventory acquisition and disposals.
  • Maintenance of records on asset acquisitions and disposals, preparation of reports.
  • Representation of the UNDP country office in the Common Premises Committee of the UN Building in Almaty.
  • e. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results :

  • Participation in trainings conducted for operations and programme / projects personnel .
  • Sound contributions to knowledge networks and communities of practice
  • Competencies

  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment
  • Core Competencies : Achieve Results :

    Achieve Results : Level 1

    Level 1

  • Demonstrate focus on achieving quality results and impact
  • Consistently strive to meet or exceed excellence standards
  • Hold self and others accountable for results
  • Efficiently establish appropriate plans and resources for self and others to accomplish goals
  • Think Innovatively : Level 1

    Level 1

  • Look beyond conventional approaches and established methods
  • Propose new ideas, approaches and solutions to problems
  • Seek patterns and clarity outside boxes and categories while resisting false certainty and simplistic binary choice
  • Learn Continuously : Level 1

    Level 1

  • Actively pursue opportunities for learning and self-development professionally and personally
  • Keep abreast of new developments in one’s professional area
  • Proactively seek feedback, demonstrates a desire to learn from others as well as from experiences, both positive and negative
  • Contribute to the learning of others
  • Adapt with Agility : Level 1

    Level 1

  • Be flexible in handling change, and adopt new ideas, approaches and ways of working
  • Seamlessly adapt to working within new situations or contexts, with new people, and in different ways
  • Participate in, support, contribute to or drive meaningful change in UNDP
  • Act with Determination

    Level 1

  • Pursue everything with motivation and drive
  • Not give up in the face of adversity and setbacks; demonstrate resilience and composure
  • Demonstrate courage, self-motivation and initiative to act on opportunities without being prompted by others
  • Be authentic and modest, get things done without unnecessary noise
  • Level 1

  • Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others
  • Demonstrate and encourage teamwork and co-creation internally and externally to achieve joint objectives and results
  • Establish and develop networks that deliver powerful collaborations
  • Encourage and respect the views of others; accept views and ideas other than one’s own
  • Enable Diversity and Inclusion

    Level 1

  • Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people
  • Fully accept and value all people, creating an inclusive environment
  • Understand that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.)
  • Understand and appreciate issues from the perspective of others
  • Treat everyone fairly and equally
  • Demonstrate honesty and transparency
  • Required Skills and Experience Education :

  • Secondary education.
  • Bachelors Degree in Business Administration, Social Sciences, International Relations and any other related fields is desired.
  • Experience :

  • 5 (five) years of relevant experience in administration or programme support service in international and / or large national organizations.
  • Experience in work with brokers, customs and other national institutions and authorities is a strong advantage.
  • Strong experience in the usage of software and digital applications, web-based management systems is desired.
  • Past UNDP experience (knowledge of UNDP Rules and Procedures) is an asset.
  • Required Language(s) :

  • Fluency in English and Russian and / or Kazakh
  • Institutional Arrangement

    The Administrative Assistant works under the overall guidance of the Operations Manager and direct supervision of the Administrative Associate

    Travel

    May be required to perform the functional duties.

    The following documents shall be required from the applicants

  • Personal CV or P11 , indicating all past positions held and their main underlying functions, their durations (month / year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors.
  • References may also include peers.

  • A cover letter (maximum length : 1 page) indicating why the candidate considers him- / herself to be suitable for the position.
  • Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
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