Fixed-term

Vacancy Announcement - Administrative Assistant

17 December 2017

Tashkent, Uzbekistan

 

Official Job Title:

Administrative Assistant       Duty Station:  Uzbekistan, Tashkent

Grade (Classified)

G-5                                                                            

Post Number:

00010201

Post Type:

Non-Rotational

Duration:

One year initially

Organizational Unit:

UNFPA Uzbekistan CO

1.         Organizational Location

The Administrative Assistant position is located in Uzbekistan country office. Under the direct guidance and supervision of the Administrative Finance Associate, and as a member of the operations team, the Administrative Assistant provides administrative and financial support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

2.         Job Purpose

The Administrative Assistant provides administrative and financial support to UNFPA Uzbekistan Country Office.

3.          Major Activities/Expected Results

  • Handle travel arrangements for office personnel, including arrangement of visa, accommodation and transportation.
  • Performs duties of the Leave Monitor for office staff and ensure timely corrective action in Atlas, if required.
  • Assists Administrative Finance Associate on procurement, administrative tasks related to the premises, daily office operations, and any required logistical support for newcomers.
  • Handles office pouch, mailing system and customs clearances for shipments.
  • Acts as Requestor and Buyer in ATLAS to process Requisitions and Purchase Orders.
  • Provides assistance in ensuring logistics for UNFPA organized office non-programme activities.
  • Liaises with relevant MOFA departments and other state entities to obtain relevant clearances, accreditation, permissions and etc in relation to CO premises and staff.
  • Coordinates vehicle schedule. Arranges regular vehicle maintenance and insurance. Checks vehicle daily log and gas consumption.
  • Acts as custodian for office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  • Assists Administrative/Finance Associate in maintaining assets in Atlas, issuance of assets to staff, regular clean-up of Asset Dashboard.
  • Translates and drafts letters, memos and other documents as well as provide oral translation as needed.
  • Ensures quality and completeness of filing of administrative documents.
  • Manages and maintains office’s library.
  • Acts as Alternate Petty Cash Custodian.
  • Acts as a Focal Point for Common premises and all premises related issues.
  • Undertakes other tasks as may be assigned by his/her supervisor.

 

4.         Work Relations

The Administrative Assistant works with and provides support to the members of the Uzbekistan Country Office, both programme and operations. Contacts with staff and other personnel to promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision.

5.         Job Requirements

Education: 

Completed secondary level education required. First level university degree desirable.

Knowledge and Experience:

·         5 years of previous relevant experience in secretarial/administrative functions;

·         Some experience in research assistance;

·         Previous experience in the UN is an asset;

·         Knowledge of protocol;

·         Strong interpersonal and organizational skills;

·         Computer literacy - Word, Excel, Power-point, etc.

·         Knowledge of Atlas/PeopleSoft or other ERP system is an asset;

·         Good writing and communication skills.

Required Competencies:

Values:

·         Exemplifying integrity

·         Demonstrating commitment to UNFPA and the UN system

·         Embracing cultural diversity

·         Embracing change

Core Competencies:

·         Achieving results

·         Being accountable

·         Developing and applying professional expertise/ business acumen

·         Thinking analytically and strategically

·         Working in teams/ managing ourselves and our relationships

·         Communicating for impact

Functional Skill Set:

·         Providing logistical support

·         Managing data

·         Managing documents, correspondence and reports

·         Managing information and work flow

·         Planning, organizing and multitasking

Languages: Fluency in English and Russian is required. Working level of Uzbek is required.

To view the complete job description and apply to this position, please go to: http://www.uz.undp.org/content/uzbekistan/en/home/operations/jobs.html