Under the guidance and supervision of the Common Services Manager, the Administrative Assistant provides reliable registry services and support to common services.
The Administrative Assistant demonstrates a client-oriented approach, works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
1. Ensures maintenance of registry system focusing on achievement of the following results:
Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
Provision of photocopies of material from the confidential registry files, as requested by staff.
Assistance in the collection of reference and background material from registry files
Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
Preparation of correspondence and reports related to registry activities
Supervision of the Registry support staff
Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
2. Ensures provision of effective mail management focusing on achievement of the following results:
Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
Coordinate the implementation of the e-registry/E-documentation
3. Support to proper common services focusing on achievement of the following result:
Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
Support to common premises/services cost-recovery arrangements
Support to collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Manage day to day transport requests and schedules
4. Ensures cost recovery on Pouch Operations focusing on achievement of the following results:
Proper prorating and billing of user agencies.
5. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Secondary education.Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Experience in e-documentation management system and systems development is required.