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UNDP is recruiting for a Administrative Associate to be based in Ondo and Bayelsa.

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 to exchange information and ensure consistent service delivery.

Candidates must possess Dgree in management or relevant fields and S/he should have a minimum of 5 years of functionally related professional experience in administrative management.

Job Description:

Summary of Key Functions:

•Implementation of operational strategies
•Support to effective and efficient functioning of the programme management 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, specifically project, administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
•Provision of inputs to preparation of administrative team results-oriented work plans.
2. Ensures effective and efficient functioning of the programme management 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.:
3. Ensures effective and efficient functioning of the programme management 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
4. Ensures effective administrative and logistical support, focusing on achievement of the following results:

•Organization of shipments, preparation of documents for UNDP/LDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
•Performance of a Buyer role in Atlas and preparation of POs for travel activities.
•Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
•Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for 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
5. 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
6.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
S/he should demonstrate skills and experience in using standard office software such as Microsoft Office (specifically Word, Excel, and Access) and demonstrable speed-typing skills.

Knowledge and/or experience of UNDP work environment highly desirable. S/he should also be fluent in both written and spoken English

Deadline is 17th August 2009.

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Jibowu