Administrative Assistant

United Nations Development Programme(UNDP), Freetown, Sierra Leone

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
3rd July, 2015


Job Description

Duties and Responsibilities

The Administrative Assistant will work under the supervision of the Head of Office of OCHA-Sierra Leone. Related functions will include:

  • Maintenance of the Head of Office online calendar, contacts with visitors, arrangement of appointments and meeting, and acting as note taker when required;
  • Preparation of routine correspondence, faxes, memorandums, etc.;
  • Extracting, inputing, copying and filing data from various sources;
  • Maintenance of files in Administration;
  • Receipt of documents for needs of procurement and logistics. Preparation of all related documentation for follow-up actions;
  • Arrangement of travel and hotel reservation, preparation of travel authorizations, mission’s orders, best routing, buying flight tickets, checking security clearance;
  • Processing travel authorization and travel claims in line with travel entitlements for staffs, Consultants, UN and visitors;
  • Processing requests for visas for all UN travelers, as well as requests for Resident permit and Diplomatic identification card for international staff;
  • Processing of application and renewal of UNLP for UN staff;
  • Administrative support to organization of conferences, workshops, retreats, meetings, etc.;
  • Collection of information for DSA, travel agencies and other administrative surveys;
  • Management of reception and telephone communications services;
  • Make monthly cost recovery on telephone communications and other delivery services;
  • Preparation of timely physical inventory, and submission of periodic inventory reports;
  • Management of physical assets disposal;
  • Receipt of supplies and preparation of receiving vouchers;
  • Proper control of supporting documents of funds and activities, requisitions and Purchase orders;
  • Management of office vehicles, drivers and gas consumption;
  • Coordination and transportation services, regular vehicle maintenance and insurance;
  • Checking and certifiying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
  • Prompts reporting and investigation of cases of vehicle accidents, damage, loss or theft of items, update and maintenance of vehicle history report;
  • Preparation of monthly maintenance and fuel cost & consumption reports per vehicle;
  • Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.

Education:

  • Secondary education with certification in Administration, Business Management or related field preferable.

Experience:

  • 6 years’ of relevant experience in Administration or Programme support service;
  • Experience in the use of computers and office software packages (Word, Excel, Power Point);
  • Experience in handling of web-based management systems.

Language Requirements:

  • Fluency in English required (Writing skills will be tested);
  • Knowledge of one additional UN langage is preferable;
  • Knowledge of national languages is an asset.

 


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