Under the guidance and supervision of the Operations Analyst, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.<\/p>\n
The Administrative Assistant 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<\/p>\n
Job Description<\/strong><\/p>\n Job Title:\u00a0Administrative Assistant\u00a0<\/strong><\/p>\n Summary of Key Functions:<\/strong><\/p>\n Implementation of operational strategies Duties and Responsibilities<\/p>\n 1. Ensures implementation of operational strategies, focusing on achievement of the following results: Competencies<\/p>\n Functional Competencies:<\/p>\n Building Strategic Partnerships<\/p>\n Level 1.1: Maintaining information and databases<\/p>\n Analyzes general information and selects materials in support of partnership building initiatives Level 1.1: Basic research and analysis<\/p>\n Researches best practices and poses new, more effective ways of doing things Level 1.1: Fundamental knowledge of processes, methods and procedures<\/p>\n Understands the main processes and methods of work regarding to the position Level 1.1: Presentation of information on best practices in organizational change<\/p>\n Demonstrates ability to identify problems and proposes solutions Level 1.1: Data gathering and implementation of management systems<\/p>\n Uses information\/databases\/other management systems Level 1.1: Maintains effective client relationships<\/p>\n Reports to internal and external clients in a timely and appropriate fashion Level 1.1: Gathering and disseminating information<\/p>\n Gathers and disseminates information on best practice in accountability and results-based management systems<\/p>\n Core Competencies:<\/p>\n Demonstrating\/safeguarding ethics and integrity Required Skills and Experience<\/p>\n Education: Secondary education. Certification in administration desirable. Disclaimer<\/p>\n Important applicant information<\/p>\n All posts in the GS categories are subject to local recruitment.<\/p>\n Applicant information about UNDP rosters<\/p>\n Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.<\/p>\n","protected":false},"excerpt":{"rendered":" Under the guidance and supervision of the Operations Analyst, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of…..<\/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-aux","_links":{"self":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/40333"}],"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=40333"}],"version-history":[{"count":0,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/40333\/revisions"}],"wp:attachment":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/media?parent=40333"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/categories?post=40333"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/tags?post=40333"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\nSupport to effective and efficient functioning of the unit (DRR\u2019s office\/operations unit\/ administrative unit)
\nSupport to administrative and logistical services
\nSupport to office maintenance and assets management
\nSupport to knowledge building and knowledge sharing
\nMaintenance of the registry system
\nEffective mail management
\nCost recovery for pouch services<\/p>\n
\n\uf071 Full compliance of administrative activities with UN\/UNDP rules, regulations, policies and strategies.
\n\uf071 Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
\n\uf071 Provision of inputs to preparation of administrative team results-oriented workplans.
\n2. Ensures maintenance of registry system focusing on achievement of the following results:
\n\uf071 Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
\n\uf071 Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
\n\uf071 Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
\n\uf071 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
\n\uf071 Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
\n\uf071 Preparation of correspondence and reports related to registry activities
\n\uf071 Supervision of the Registry support staff
\n\uf071 Participation in the creation and maintenance of an electronic registry\/archive system in close cooperation with the ICT staff
\n3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
\n\uf071 Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
\n\uf071 Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
\n\uf071 Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
\n\uf071 Maintenance of the filing system ensuring safekeeping of confidential materials.
\n\uf071 Extraction of data from various sources.
\n\uf071 Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
\n\uf071 Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
\n\uf071 Assistance in the preparation of budget, provision of information for audit.
\n4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
\n\uf071 Maintenance of records on assets management, preparation of reports.
\n\uf071 Maintenance of files and records relevant to office maintenance
\n\uf071 Provision of support to maintenance of common premises and common services
\n5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
\n\uf071 Participation in the training for the operations\/projects staff on administration.
\n\uf071 Sound contributions to knowledge networks and communities of practice.<\/p>\n
\nPromoting Organizational Learning and Knowledge Sharing<\/p>\n
\nJob Knowledge\/Technical Expertise<\/p>\n
\nPossesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
\nDemonstrates good knowledge of information technology and applies it in work assignments
\nPromoting Organizational Change and Development<\/p>\n
\nDesign and Implementation of Management Systems<\/p>\n
\nsystems
\nClient Orientation<\/p>\n
\nOrganizes and prioritizes work schedule to meet client needs and deadlines
\nResponds to client needs promptly
\nPromoting Accountability and Results-Based Management<\/p>\n
\nDemonstrate corporate knowledge and sound judgment
\nSelf-development, initiative-taking
\nActing as a team player and facilitating team work
\nFacilitating and encouraging open communication in the team, communicating effectively
\nCreating synergies through self-control
\nManaging conflict
\nLearning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management\/sharing is the responsibility of each staff member.
\nInformed and transparent decision making
\nUNDP Procurement Certification programme<\/p>\n
\nExperience: 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.
\nLanguage Requirements: Fluency in the UN and national language of the duty station.<\/p>\n