Administration Assistant

Job Description
Agency
UNDP
Title
Administration Assistant
Job ID
40006
Management - ADMINISTRATION
Vacancy End Date
(Midnight New York, USA)
13/10/2021
Time Left
14d 19h 16m
Hanoi, Viet Nam
Education & Work Experience
C-HS Graduate or Equivalent - 4 year(s) experience
Required:
Desired:
Grade
NB3
Vacancy Type
Service Contract (SC)
Posting Type
External
Bureau
Asia & the Pacific
Contract Duration
12 months
Background
Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations' response to the Vietnamese Government's call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).
The construction of the Green One UN House was fully supported by the Government of Viet Nam on the understanding that it would be an important enabler for the full implementation of the UN DaO initiative. Within this context, in May 2015 the GOUNH in Viet Nam was inaugurated by the UN Secretary General and Viet Nam's Deputy Prime Minister/Minister of Foreign Affairs.
The Green One United Nations House (GOUNH) in Hanoi is housing15 United Nations agencies, with around 410 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.
The administrative assistant is a member of the CBO team and under the overall guidance of the GOUNH CBO Manager and the direct supervision of the Common Services Associate, he/she shall provide reliable administrative and financial support services within the GOUNH Common Back Office (CBO).
Duties and Responsibilities
The Administrative Assistant shall demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Summary of key functions:
Support consumables management and procurement processes under CBO delegation
Provision of administrative, logistical, and secretarial assistance GOUNH CBO meeting/events organisations and minutes taking, recording, filing, correspondences, operational SOPs
Support registry and asset management.
Support with consumables management and procurement to meet operational needs, focusing on achievements of the following results:
Provide support in procurement planning process, drafting/establishing the services/goods requirement for GOUNH;
Do market research, obtain quotations, prepare forms for procurement process as required by UNDP rules and regulations;
Be responsible for preparing payment submission in line with UNDP rules and regulations
Managing the consumables status including procurement planning, ordering and storage, distribution and consumption record.
Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:
Perform general administrative or specialized tasks;
Receive and transmit verbal and written messages as appropriate ;
Receive visitors and answers inquiries with available information;
Keep and update records of telephone directory and emergency contacts;
Keep and update internal documents, administrative directory and control templates;
Safe keep and search office files and records relating to a variety of topics for information and references. Selects information and records to be used for preparing reports and correspondence;
Assist senior staff in office management. Arranges for and attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures (SOP) and practices;
Draft routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;
When required support with travel arrangements ensuring compliance with corporate travel guidelines and prepare travel documentation as required;
Ensure maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, maintenance of records relevant to office assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff;
Provide support when required in the GOUNH Desk Management, billing and invoicing to ensures timely processing;
Provide support with key management including key issuance and certified key plan keeping.
Support registry and asset management:
Assist with registry demands processing and asset management tasks as required
Perform other duties as requested by the supervisor.
Competencies
Corporate Competencies:
Demonstrates commitment to UNDP's mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a wide range of varied, inter-related complex administrative services
Ability to work with minimum supervision
Ability to plan and organize work
Good knowledge of administrative rules and regulations
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
UNDP Procurement certification programme
Required Skills and Experience
Minimum Secondary Education;
Minimum 4 years of relevant work experience;
Experience using corporative ERP Administrative/Finance software (like Atlas/SAP) is an advantage;
Database management skill;
Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages;
Experience from Facility Management is an advantage;
Fluency in English and Vietnamese,
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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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