Administration Assistant

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.