Under the overall supervision of the Representative and direct supervision of the Operations Manager, the Administration Assistant provides overall administrative and secretarial support to the entire operations unit.\u00a0 He\/She develops, implements and maintains administrative processes and systems; including the registry, record keeping, travel logistics, meetings, and internal communication.<\/p>\n
Job Description<\/strong><\/p>\n Job Title: Administrative Assistant<\/strong><\/p>\n Administrative Support<\/strong><\/p>\n \u00b7 Provides administrative and secretarial support to the operations unit in particular and the country office in general<\/p>\n \u00b7 Screens and logs incoming correspondence and distributes to the relevant staff.\u00a0 Reviews correspondence and follows up on urgent and important responses. Drafts responses to correspondences when appropriate.<\/p>\n \u00b7 Drafts and types routine correspondence, reports, briefs, and other documentation.<\/p>\n \u00b7 Maintains a central filing system for the operations unit in accordance with established classification systems.\u00a0 Files all correspondence in the operations unit.\u00a0 Updates inventory of files in the CO and informs staff members accordingly.<\/p>\n \u00b7 Makes use of relevant automated office management systems for effective functioning of the programme unit.<\/p>\n \u00b7 Prepares all outgoing correspondence for dispatch and monitors their deliveries<\/p>\n Operations Unit Support:<\/strong><\/p>\n \u00b7 Supports operational processes and procedures of the CO to facilitate programme delivery.\u00a0 Provides support to the operations unit by coordinating and monitoring relevant business processes, procedures and activities; paying attention to detail and adhering to deadlines.<\/p>\n \u00b7 Coordinates all travel related arrangements; including travel authorizations, security clearances, processing of relevant payments, booking of tickets and hotels, obtainment of visas, registration and hotel booking at destination, arranging transportation, settling F-10\/reimbursable claims, preparing semi-annual and annual travel reports, and other related tasks.<\/p>\n \u00b7 Develops tools and mechanisms for effective and efficient monitoring of travel plans and budgets, coordinates the compilation of administrative and financial data in relation to travel, and provides accurate and up-dated information to the Operations Manager on a continuous basis.<\/p>\n \u00b7 Coordinates logistics and management of the schedule for incoming missions and international meetings hosted by UNFPA Ghana, including the processing of VIP arrangements for high-level officials, and managing protocol requirements.<\/p>\n \u00b7 Organizes and provides logistical support to meetings, conferences and workshops for the operations unit; initiates and coordinates the preparation of the agenda and necessary documentation; and provides secretarial support during the meetings, conferences and workshops (such as minute taking).<\/p>\n \u00b7 Assists with the procurement of office supplies; including fulfilling the \u201crequisitioner\u201d function in Atlas, obtaining quotes for services, and supporting procurement evaluation committees.\u00a0 Assists in the receipt and checking of procurements.<\/p>\n \u00b7 Raises requisitions for office supplies and equipment and maintains an up-to-date stock inventory file for the country office stationery and supplies.<\/p>\n \u00b7 Makes minor repairs to office equipment (where appropriate).<\/p>\n People Management & Leadership:<\/strong><\/p>\n \u00b7 Coaches new staff on day-to-day administrative procedures in the operations unit.<\/p>\n \u00b7 Participates in Learning Afternoon sessions.<\/p>\n \u00b7 Actively participates in CO and operations unit team meetings.<\/p>\n \u00b7 Supervises the cleaners.<\/p>\n \u00b7 Supervises the drivers<\/p>\n Other:<\/strong><\/p>\n \u00b7 When appropriate, undertakes other related duties assigned by the supervisor and\/or Representative.<\/p>\n Required Competencies:<\/strong><\/p>\n Functional competencies:<\/strong><\/p>\n \u00b7 Business acumen.<\/p>\n \u00b7 Implementing management systems.<\/p>\n \u00b7 Client orientation.<\/p>\n Core Competencies:<\/strong><\/p>\n \u00b7 Values: Integrity\/Commitment to mandate, Knowledge sharing\/Continuous learning, Valuing diversity.<\/p>\n \u00b7 Managing Relationships: Working in teams, Communicating information and ideas, Conflict and self-management.<\/p>\n \u00b7 Working with people: Empowerment\/Developing people\/Performance management.<\/p>\n \u00b7 Personal Leadership and Effectiveness: Strategic and analytical thinking, Results orientation\/Commitment to excellence, Appropriate and transparent decision making.<\/p>\n Qualifications<\/strong><\/p>\n \u00b7 Diploma or equivalent in secretarial studies, administration, or any other relevant field<\/p>\n \u00b7 Minimum of 4 years of relevant work experience in a similar position in a public or private sector organisation<\/p>\n \u00b7 Knowledge of the United Nations systems and procedures would be an advantage<\/p>\n \u00b7 Fluency in oral and written English.<\/p>\n \u00b7 Expertise in current office software applications.<\/p>\n \u00b7 Proficiency in Atlas, PeopleSoft, and other computerized applications used by the UN.<\/p>\n","protected":false},"excerpt":{"rendered":" Under the overall supervision of the Representative and direct supervision of the Operations Manager, the Administration Assistant provides overall administrative and secretarial support to the entire operations unit.\u00a0 He\/She develops,…..<\/p>\n","protected":false},"author":6721,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_newsletter_tier_id":0,"footnotes":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false}}},"categories":[85],"tags":[],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p2nO32-780","_links":{"self":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/27404"}],"collection":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/users\/6721"}],"replies":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/comments?post=27404"}],"version-history":[{"count":0,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/27404\/revisions"}],"wp:attachment":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/media?parent=27404"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/categories?post=27404"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/tags?post=27404"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}