Administrative Assistant

Job Description

Background

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so that countries can sustain progress. As the United Nations’ development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals (SDGs).

In Ukraine, UNDP operates in five programmatic areas of support: government capacities for crisis response and management; sustaining provision of public services; emergency works facilitating return and reconstruction; incomes, livelihoods and the private sector response; and civil society and maintenance of the social fabric.

UNDP launched its Resilience Building and Recovery (RBR) framework for Ukraine on 11 April 2022 to immediately respond to development and humanitarian challenges. The overall objective is to preserve development gains in Ukraine, mitigating risks of descent into a governance and service delivery crisis, embedding activities for recovery from the onset of humanitarian efforts, and facilitating a swift return to development pathways and processes for national attainment of the SDGs.

To support implementation of Resilience Building and Recovery (RBR) framework, the UNDP Office in Ukraine has initiated the collocation of several UN Agencies into one premise in Mykolaiv City with the aim of improving effectiveness and efficiency of projects implementation and joint efforts. In order to effectively organize the common services in the premises, these services will be shared by UN Agencies represented in the premises and provided by dedicated project personnel.

To accelerate reconstruction and recovery in Mykolaiv Oblast, aiming to normalize conditions for the current population, support the reintegration of IDPs and returning refugees, and address the specific needs of vulnerable groups to ensure no one is left behind, UNDP, in cooperation with Mykolaiv Oblast and City authorities and the Government of Denmark, has launched the Mykolaiv Strategic Partnership (MSP) implemented within the Area-Based Recovery (ABR) Programme. Partnership interventions are grouped under the following outcomes:

1. Strengthening the capacities of local authorities to plan and lead the reconstruction and recovery process, fulfil their responsibilities under decentralization reforms, and prepare for the process of EU accession.

2. Improving living conditions through the physical reconstruction of critical and social infrastructure and increase the provision of and access to quality public services, aligned to strategic plans of authorities.

3. Facilitating rapid economic recovery to provide sustainable employment or livelihood opportunities.

In this context, UNDP is recruiting an Administrative Assistant, who will ensure transparent and efficient provision of administrative services and processes for the MSP project within the ABR Programme, as well as for the Common Premises Project. The Administrative Assistant will support the projects’ implementation and programmatic goals in line with UNDP rules and regulations. The incumbent will also promote UNDP's mandate as a gender-responsive organization with zero tolerance to discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

The Administrative Assistant works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1.Provide administrative and logistical support

• Assist in the organization and control of the distribution of space in the office common premises, the corridor, and other indoor and outdoor common areas as necessary.
• Establish and maintain the filing system for common premises-related materials. Maintain files and records relevant to the project office and ensure proper filing of administrative and operational documentation.
• Arrange for booking of meeting/conference room(s) as per received requests and maintain a log for booking, ensuring that the meeting/conference rooms are maintained clean and organized.
• Arrange for maintenance of premises and minor repairs, as necessary.
• Receive, inspect and verify all incoming equipment and furniture in common use; tag all furniture/equipment in common use upon receipt from the supplier. Update non-expendable property inventory record and tracks movement of furniture/equipment pieces. Act as custodian of such assets.
• Perform a Travel Requester role in Quantum/UNall, provide logistical support to project staff, including travel arrangements, accommodation, visas, tickets and other travel-related arrangements.
• Support effective project planning and implementation, including collection and follow-up on administrative needs and provision of administrative support to project activities, conferences, workshops, retreats, appointments and meetings; take minutes when required.
• Prepare E-requisitions in Quantum and facilitate minor procurements and delivery of goods and services through competitive procurement in accordance with SOP. Arrange shipments and customs clearance, prepare documentation for UNDP shipments (received/sent), and implement follow-up actions as necessary.
• Coordinate asset management in the Project Office, maintain records of assets and custodian items, support the annual physical inventory verification exercise by checking the accuracy of records and location of property, issue and accept the returned assets and custodian items by UNDP staff.
• Maintain stationery and office supplies, purchase office equipment and stationery when needed, maintain stock records, distribute stationery to staff as required, and keep a log of distribution.
• Translate simple correspondence, when needed.
• Ensure security guidelines are properly adhered to.
• Supervise the work of the MSP Project drivers based in Mykolaiv.

2. Support Common Premises and MSP project financial management

• Ensure timely processing of invoices in Quantum, follow up on payments and PO creation as needed.
• Identify new local suppliers of administrative support goods and services and facilitate their registration in Quantum and in the UNDP suppliers database.
• Ensure that the respective supplier profiles in Quantum are created/approved/updated.
• Support with creation of common premises budgets in Quantum and their respective revisions.
• Assist in the preparation of the project budgets by providing statistical data relevant to operations and providing information and supporting documentation for audit purposes.

3. Support knowledge building and knowledge sharing

• Participate in relevant UNDP trainings.
• Brief/debrief UNDP personnel on issues related to the common premises and project administration area of work.
• Make sound contributions to knowledge networks and communities of practice between UN Agencies.

4.Ensure mainstreaming of gender equality considerations, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour

• Support the promotion of an organizational culture of gender equality and zero tolerance to any sexual misconduct in the team through leadership and personal example.
• Demonstrate respect for gender equality in professional interactions, identify and address sexism and gender discrimination.
• Use the principles of gender-responsive communications in line with the UNDP corporate standards.
• Respect differences and accord equal spaces and dignity regardless of personnel’s gender, race, sexual preference, ethnicity, ability, or other markers of identity.
• Assist with informing and briefing personnel and partners about corporate sexual harassment and sexual exploitation and abuse policies.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Administrative Assistant works under the