Administrative Assistant до UNFPA, Фонду ООН у галузі народонаселення в Україні

Job Description

The Position:

The Administrative Assistant position is located in Ukraine country office. Under the direct guidance and supervision of the International Operations Manager , and as a member of the operations team, the Administrative Assistant provides administrative and logistical 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.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Administrative Assistant provides administrative and logistical support to UNFPA Ukraine Country Office.

You would be responsible for:

Handle travel arrangements for office personnel, including arrangement of visa, accommodation and transportation.

Assists International Operations Manager on procurement, administrative tasks related to the premises, daily office operations, and any required logistical support for newcomers

Undertakes other tasks as may be assigned by his/her supervisor.

Handles office pouch, mailing system and customs clearances for shipments.

Acts as Requestor or Buyer in ATLAS to process Requisitions and/or Purchase Orders.

Provides assistance in ensuring logistics for UNFPA organized office 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 International Operations Manager 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.

Acts as a back up to Petty Cash Custodian under the supervision of the International Operations Manager.

Acts as a back up to the Focal Point for Common premises and all premises related issues. Enter data to COREM.

Vendor relations, including vendor performance monitoring and oversight.

Act as Green Focal Point

Work Relations

The Administrative Assistant works with and provides support to the members of the Ukraine 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.

Qualifications and Experience:

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.

Languages:

Fluency in English, Ukrainian, and Russian is required.

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 Competencies:

Providing logistical support

Managing data

Managing documents, correspondence and reports

Managing information and work flow

Planning, organizing and multitasking

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Please APPLY this position via the link before 13 December 2022