UNDP TANZANIA ADMINISTRATIVE ASSISTANT

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact. Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team. Under the guidance and direct supervision of the Administrative Associate, 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.

Duties and Responsibilities

Summary of Key Functions: • Implementation of operational strategies • Support to effective and efficient functioning of the unit (DCD’s office/operations unit/ administrative unit) • Support to administrative and logistical services • Support to office maintenance and assets management • Support to knowledge building and knowledge sharing • 1. Ensures implementation of operational strategies, focusing on achievement of the following results: • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). • Provision of inputs to preparation of administrative team results-oriented workplans 2. Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results: • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions. • Translation of simple correspondences, when needed. 3. Ensures effective administrative and logistical support, focusing on achievement of the following results: • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions • Performance of Asset management and physical verification role in Atlas. • Support to organization of procurement processes including preparation of TORs, specification of works, verification of compliance after the procurement of admin goods and services, participation in evaluation of quotations bids and proposals. • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents. • Administrative support to conferences, workshops, retreats. • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services. • Arrangement of vehicle transportation, regular vehicle maintenance and insurance. • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report. • 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. • Maintenance of the filing system ensuring safekeeping of confidential materials. • Extraction of data from various sources. • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. • Assistance in the preparation of budget, provision of information for audit. • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. • Assistance in the preparation of budget, provision of information for audit. 4. Provides support to office maintenance and assets management, focusing on achievement of the following results: • Maintenance of records on assets management, preparation of reports. • Maintenance of files and records relevant to office maintenance • Provision of support to maintenance of common premises and common services 5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: • Participation in the training for the operations/projects staff on administration. • Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies: - Demonstrating/safeguarding ethics and integrity - Demonstrate corporate knowledge and sound judgment - Self-development, initiative-taking - Acting as a team player and facilitating team work - Facilitating and encouraging open communication in the team, communicating effectively - Creating synergies through self-control - Managing conflict - Learning and sharing knowledge and encourage the learning of others. - Promoting learning and knowledge management/sharing is the responsibility of each staff member. - Informed and transparent decision making

Required Skills and Experience

- Secondary education. Certification in administration desirable - Five 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. UNDP Procurement Certification programme required. Fluency in the UN and national language of the duty station.(Kiswahili)

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