Administrative Assistant-Common Services

UNDP - United Nations Development Programme, Dhaka, Bangladesh

Skill Required:, HR and AdminIT and ICT
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
3rd October, 2018


Job Description

Background

Under the guidance and supervision of the Operations Manager, the Administrative Assistant provides reliable support to the general administrative task related to Common Services to all associated agencies and projects. This includes, registry and pouch services, , general reception, budgetary and administrative support related to Common Service ensuring high quality and accuracy of work. The incumbent promotes a client, quality and results-oriented approach.

The Administrative Assistant demonstrates a client-oriented approach and ability to work with people of different national and cultural backgrounds. incumbent works in close collaboration with the Management Support and Business Development, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of fey functions:

  • Maintaining registry and pouch services with proper log of incoming and outgoing documents and pouches;
  • Handling front-desk service and telephone communications services including land phone and mobile billing;
  • Budgetary and Administrative support related to all agency Common Service including Cost Recovery from projects and other UN agencies;
  • Support to knowledge building and knowledge sharing;

Ensures maintaining registry and pouch services focusing on achievement of the following results:

  • Proper log of incoming and outgoing documents and pouches. Registration and dispatch of the pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for;
  • Maintenance of archives of letters and documents, making sure files are properly stored, registered and accessible; Provision of photocopies of material from the registry files, as requested by staff. Assistance in the collection of reference and background material from registry files;
  • Establishing record keeping system of file routing within the office;
  • Preparation of reports related to registry activities;

Ensure Handling front-desk service focusing on achievement of the following results:

  • Proper handling of telephone communications services including land phone and mobile billing;
  • Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
  • Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
  • Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate;
  • Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts;

Ensures budgetary and administrative support related to Common Service focusing on achievement of the following results:

  • Coordination among other agencies and projects for matters related to Common Premise support services;
  • Cost recovery from projects and other UN agencies for the services rendered;
  • Provision of information for proper prorating and billing of user agencies;

Support to Knowledge building and sharing:

  • Develop a common database for retention of institutional knowledge and records;
  • Maintain Telephone index and disseminate;
  • Filing and Archiving of Registry related data;
  • Impact of Results

The key results have an impact on the cost-effective and efficient registry and reception service and timely execution of the Common Service support services.
Competencies

OPERATIONAL EFFECTIVENESS:

  • Ability to perform a variety of repetitive and routine tasks and duties related to registry;
  • Ability to review data, identify and adjust discrepancies;
  • Ability to handle a large volume of work possibly under time constraints;
  • Good knowledge of administrative rules and regulations;
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
  • Ability to organize and complete multiple tasks by establishing priorities;
  • Ability to perform a variety of repetitive and routine tasks and duties;

MANAGING DATA:

  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others;

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS:

  • Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
  • Shows sound grasp of grammar, spelling and structure in the required language;
  • Ensures correspondence, reports and documents comply with established UN standards;
  • Ability to produce accurate and well documented records conforming to the required standard;

PLANNING, ORGANIZING AND MULTI-TASKING:

  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Bachelor in Business Administration; public administration; Social Science; Management and Finance.

Experience and Qualification:

  • 2 years of relevant work experience in the field of Administration.;
  • Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages;

Language Requirements:

Fluency in the English and Bangla languages in the duty station.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=18646&hrs_jo_pst_seq=1&hrs_site_id=2


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