Administrative Assistant-SC 5

Background

The Administrative Assistant works under the guidance and direct supervision of the Programme
Management Officer of the UNODC Office for the GCC Region (OGCCR). S/he provides
effective administrative and operational support to the Office, contributing to the delivery of high
quality, accurate and consistent core functions in support for the implementation of UNODC’s
Strategic Partnership with the GCC Countries and related programme framework, under the
umbrella project “Establishment of the UNODC Office for the GCC Region” (AREU51). S/he
promotes a client, quality and results-oriented approach, consistent with UNODC rules and
regulations. Furthermore, s/he fosters an environment of professionalism and teamwork at all
times.
The Administrative Assistant works in close collaboration with the Operations, Programme and
Project staff in OGCCR, as well as UNODC HQ and other UN agencies staff, as applicable, to
ensure consistent service delivery

Duties and Responsibilities

Summary of Key Functions:
 Provide effective administrative support to the Office.
 Provide effective operational support to the Office.
 Facilitate knowledge building and knowledge sharing

1- Provide effective administrative support to the Office, focusing on the following results:
 Receive and screen office visitors, operate the telephone switchboard, in accordance with
appropriate protocol.
 Maintain the weekly timesheet of the Office, by ensuring availability of a printed version at
the reception desk and entering the data in a digital file available at all times for senior
management’s review and monitoring.
 Maintain an updated inventory of office access cards (i.e., assigned to, returned, lost).
 Draft routine correspondence, interoffice memos, general briefing notes, documents,
reports, and minutes of meetings, adhering to appropriate protocol and correspondence
guidelines by OGCCR when communicating with government and other external partners.
 Translate simple correspondence, documents and reports.
 Maintain and update a consistent filing and archiving system of the Office for paper and
electronic documents, ensuring both easy access and safekeeping of confidential material.
 Maintain and update an office calendar, reflecting all planned activities, meetings and
important deadlines, ensuring easy access to all team members (OGCCR staff and
personnel).
 Coordinate the schedule of team (OGCCR staff and personnel) meetings.
 Send requests for inputs to office reporting exercises, follow up on timely submission of
inputs to the OGCCR activity log by all OGCCR staff and personnel (monthly basis).
 Follow up on the timely update of the Office’s matrix of follow-up actions, ensuring its
availability at all times for senior management’s review and monitoring.
 Act as custodian of office stationery supplies, including maintenance of stock list, distribution
as required by staff, and keeping a log of distribution.
 Work in pairs with the Executive Assistant to the OGCCR Representative, and act as
alternate in case of absence. This will include performing tasks such as managing the
schedule of the OGCCR Representative efficiently and discreetly; assisting in the
administration of the OGCCR Representative’s travel documents; screening all incoming
communications, filtering outgoing correspondence for OGCCR Representative’s clearance,
signature, as well as further action by other staff as applicable; organizing regular and adhoc
meetings and briefings; preparing simple presentations, mission reports, minutes of
meetings and summaries of follow-up actions to be taken; tracking progress on specific
issues with focal points.
 Perform additional duties as required by senior management.

2- Provide effective operational support to the Office, focusing on the following results:
 Coordinate the information flow in the office and dissemination of corporate and interoffice
communications to staff as required by OGCCR senior management.
 Facilitate information sharing with Operations, Programme and Project teams.
 Assist in the procurement of goods and services for the Office and for projects implemented
in the GCC, from planning to confirmation of receipt, as per UNOV/UNODC and UNDP
regulations, rules and procedures.
 Assist in the preparation of payment requests upon satisfactory delivery of goods/services
by vendors, via UNOV/UNODC and UNDP.
 Assist the petty cash custodian in the management of cash receipts.
 Assist in the process of reconciling personal charges against office mobile lines.
 Assist in the preparation of needed documents for the issuance of residence/identity cards
and other documents for OGCCR staff and personnel, and their dependents as applicable,
in accordance with the requirements of the United Nations and the host government(s).
 Assist in the management of travel arrangements, including preparation of needed
documents for requests of security clearance, visa issuance, flight and hotel reservation,
ground transportation etc.
 Assist in the management of assets and preparation of inventory reports.
 Perform additional duties as required by senior management.

3- Facilitate knowledge building and knowledge sharing in the Office, focusing on
achievement of the following results:
 Participate in relevant training courses and modules in order to keep abreast of new
developments relating to administrative and operational procedures.
 Assist in the mapping of OGCCR’s business processes and in the elaboration of internal
Standard Operating Procedures (SOPs) for administration and operations.
 Synthetize lessons learnt and best practices in administration and operations management.

Competencies

Corporate Competencies:
 Demonstrates commitment to UNODC mission, vision and values.
 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:
Planning and Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required; allocates appropriate
amount of time and resources for completing work; foresees risks and allows for contingencies
when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Teamwork: Good interpersonal skills and ability to establish and maintain effective partnership
and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for
diversity and gender.
Communications: Speaks and writes clearly and effectively; listens to others, correctly interprets
messages from others and responds appropriately; asks questions to clarify and exhibits interest
in having two-way communication; tailors language, tone, style and format to match the audience;
demonstrates openness in sharing information and keeping people informed.

Required Skills and Experience

Education:
Bachelor’s degree in management, business administration,
finance, social science and/ or related fields or;
Secondary education with qualifying years of experience is
required.

Experience:
2 years (with bachelor’s degree) or 5 years (with secondary
education) in administration or operations support services, at
the national or international level, is required.
Experience with the UN is an asset.
Experience in the GCC countries is an asset.

Language requirements:
Fluency in English and Arabic is required.
Knowledge of another UN official language is an asset.

Computer skills:
Experience in usage of computers and office software
packages (MS Word, Excel, etc) and advanced knowledge of
spreadsheet and database packages, is required.
Experience in handling of web-based management systems is
an asset.
Experience in the usage of ERPs is an asset.

Nationality:
National of the UAE or other nationalities with valid legal work
permit and valid residency in the UAE.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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