Recruitment Description/ Key Accountabilities

Qualifications and Skills

Task description

Under the direct supervision of the Head of Administration, the incumbent performs the following duties:
• Collect, sort, and facilitate delivery of mails, pouches, documents, and other communication to and from other UNDP Registries. Keep records and copies as required.
• Maintains, develops, evaluates, and constantly reviews the office files and keep information and reference materials in a manner which allows easy and quick storage and retrieval of information for the Country Office.
• Assist the Administrative Associate in administration and travel.
• Assists the asset focal point in assets management and tracking.
• Responsible for the management of the office stock inventory and equipment (ensure the stock room is well organized and tidy all the time and office equipment is duly registered before they are taken out of the office;
• Assists with travel & meeting logistics for office meetings including accommodations and other logistics for the UNDP CO.
• Ensure that the office is always clean and tidy, coordinates with cleaners for adequate cover during absences.
• General clerical & secretarial assistance as required. Provide front office & administrative support to the office.
• Facilitate effective communications and information management support to the office. Administrative Support to external relations activities.
• Maintain records for issuance of store items e.g. stationery, notebooks, communication equipment, etc. Maintain the inventory of office assets and storage.
• Support with tracking of the bills received from the service providers, submitting the payment requests to the Finance section, and feedback to clients.
• Respond and/or direct inquiries to the appropriate UNDP Unit for timely action and/or response.
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Provide cover as alternate to the administrative assistant to the representative

Requirements

Required experience

3 years of experience in administrative tasks.
• Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems and ERP system/Quantum.
• Experience in front office and administrative support is a requirement.
• Have a good knowledge of the UN system

Area(s) of expertise
Administration, Business management

Driving license
–

Languages
English, Level: Fluent, Required
Portuguese, Level: Fluent, Required

Required education level
Secondary education

Competencies and values
• Accountability
• Adaptability and flexibility
• Creativity
• Planning and organising
• Professionalism
• Self-management