Administrative Assistant

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will ensure the following:

Maintenance of an Inventory Management system focusing on achievement of the following results:

• Support in maintenance of the stores management system in accordance with UNDP regulations.
• Receiving of goods from various suppliers and ensure that stock records have been opened
• Record all goods received are updated in stock records.
• Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of stores items.
• Prepare quarterly cost recoveries for all items issued to the programs and submit to finance.

Effective Transport management focusing on achievement of the following results:

• Support in Maintenance of an efficient transport management system to ensure that trips are properly planned, and that transport is timely allocated to staff
• Support in reviewing Drivers Logbooks on weekly basis, to ensure that all trips made are properly authorized
• Support with monthly fuel reconciliations and cost recoveries

Effective Protocol services focusing on achievement of the following results:

• .Timely receipt of requests for Visas, Permits and invitation letters from eligible staff
• Timely processing of requests received by ensuring that all required documents are submitted to the government departments on time
• Follow up with government departments such as Ministry of Foreign Affairs, Immigration Department to ensure that approved documents are received on time
• Communicate effectively with UNDP officials requiring protocol services and provide guidance on all the steps to be followed.
• Assist with UNDP Vehicle registrations and deregistration by ensuring that all required steps are followed and timely submission of documents to the government departments.
• Assist with processing of waivers for international shipments to ensure timely clearance of goods.
• Maintain up to date records for all documentation issued.

Other administrative duties

• Supporting the Administrative Associate to ensure that the CO is ready for internal audits
• Backstopping the registry clerk in his absence

• Any other related tasks as may be required or assigned by the supervisor.