Administrative Assistant

I. Organizational Context

Under the guidance and supervision of Programme Management Officer, the Administrative Assistant provides support to Programme and Administration Support Unit operations, performing a variety of standard administrative processes, particularly in UMOJA, ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant, in consultation with supervisor, works in close collaboration with the administrative, programme and core substance staff at HRMMU, OHCHR HQ, and other UN Agencies to exchange information and ensure consistent service delivery.

Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Support to effective and efficient functioning of the administrative unit
• Support to administrative and logistical services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/HRMMU rules, regulations, policies and strategies.
• Provision of inputs to HRMMU administrative business processes mapping and implementation of the internal standard operating procedures (SOPs), in particular human resources actions in UMOJA.
• Supporting head of Unit in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Assist in pre-screening candidates against Terms of Reference; long-listing, organizing interview and selection processes; undertaking reference checks; compiles and prepares necessary documents for recruitment, as a backup to HR & Admin Associate;
• Assist newly recruited staff upon arrival and conducts introductory training, briefs on UN rules and procedures as well as security arrangements;
• Maintain and regularly updates the personnel filing system; maintain attendance records for HRMMU locally recruited staff;
• Assistance in organization of shipments, customs clearance arrangements, preparation of documents for HRMMU shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions, as a backup to Procurement and Finance Officer.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, travel requests and claims in UMOJA, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats in coordination with HR & Admin Associate.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services, in coordination with HR & Admin Associate.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance. Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report, in coordination with Procurement and Finance Officer.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.
• Ensure full compliance of procurement activities with UN/HRMMU rules, regulations, policies and strategies, including in UMOJA; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

Support knowledge building and knowledge sharing in HRMMU, focusing on achievement of the following results:

• Identify sources, collect and compile data and information for the preparation of documents, guidelines, and other material as required.
• Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of HRMMU as an effective contributor to the development of the country.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic Partnerships

Promoting Organizational Learning and Knowledge Sharing

Job Knowledge/Technical Expertise

Promoting Organizational Change and Development

Design and Implementation of Management Systems

Client Orientation

Promoting Accountability and Results-Based Management

Core Competencies:

• Innovation
• Communication
• Delivery
• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• 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

VI. Recruitment Qualifications

Education:

Secondary education. Certification in administration desirable.

Experience:

5 years of relevant experience in administration or programme support service or related field. Experience in the usage of computers and software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Familiarity with UMOJA and relevant certification would be a definitive asset.

Knowledge of Programme Management concepts is desirable.

Language Requirements:

Fluency in English, Ukrainian and Russian is required.