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Vacancies (11)
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Administrative AssistantEmployer UNDP |
| Information on vacancy | |
| Period of publication | 14.04.2025 - 25.04.2025 |
| Field of activity / position: |
Other |
| Duties | UNDP is striving to ensure its procurement function and practices are an integral part of UNDP's competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders. Duties and Responsibilities Under the overall guidance and supervision of the Administrative Associate/Head of Administrative Unit, 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. 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. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality: • Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; • Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); • Provide inputs to preparation of administrative team results-oriented workplans. Provide support for assets management: • Act as an Alternate Asset Focal for the CO assets and attractive items; • Maintain records on assets management and prepare reports; • Maintain the filing system ensuring safekeeping of confidential materials; • Act as a Custodian of transfer documents for non-UNDP assets transfers to national partners. Supports travel management processes for CO, NIM/DIM projects and at the request of other agencies focusing on achievement of the following results: • Process Travel Requests in ERP; • Ensure availability of budget according to COA; • Process of cost-recovery bills in ERP for the travel services provided by UNDP to other agencies; • Perform Buyer role in ERP on travel; • Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price; • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement; • Process travel requests and travel claims in line with travel entitlements for staff, consultants; UN and visitors, ensuring that the travel arrangement follow the rules of the most direct route and most competitive prices; • Review and verify documents on vendor creation set-up information in ERP; • Arrange airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary; • Prepare routine correspondences, memoranda, and reports in accordance with CO SOP; • Reconciliation of prepayments to DDS, Airport. Provide appropriate and required administrative and logistical services to the Country Office: • Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations; • When requested, collect information for DSA, travel agencies, and other administrative surveys; • Arrange vehicle transportation, regular vehicle maintenance and insurance; • Check and record vehicle daily log and gas consumption, update and maintain vehicle history report; • Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit; • Provide support to the organization/maintenance of common services and maintenance of common premises; • Maintain files and records relevant to office maintenance; • Provision of inputs for preparation of the office budget, provision of information for audit; • Collection and analysis of market situation on travel service area; • Support in conducting surveys/biddings of travel services; • Conduction of DSA survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the hotel list to all UN agencies; • Support in preparation of TOR for travel and hotel services LTA's provision of support to Head of Admin unit and Operations Manager in asset management. Support knowledge building and sharing in the Country Office: • Help organize and participate in training for the operations/projects staff on administration; • Provide sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Supervisory/Managerial Responsibilities: May supervise drivers. |
| Requirements to the candidate | |
| Age: | Irrelevant |
| Gender: | Irrelevant |
| Residence: | Tashkent, Uzbekistan |
| Education: | Irrelevant |
| Professional requirements | Education: • Secondary education is required, OR; • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Experience: • Minimum of 5 years (with high school diploma) or 2 years (with bachelor's degree) of relevant experience in administration or programme support services is required. Required Skills: • Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required. Desired Skills: • Experience in an international organozation is desired. • Experience in the UN is desired. • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Required Languages: • Fluency in the English and Uzbek is required. • Good command Russian is desirable. |
| Working conditions | |
| Region | Tashkent |
| Employment | Full |
| Salary offered | G-5 |
| Extra motivation | • Annual Leave • Sick leave (certified and uncertified) • Maternity leave • Parental leave • Medical insurance |
| Additional information | |
| Additional information: | To apply please use the link: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/25703 |
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