(Offre en Anglais) PNUD recrute un Admin/Logistic Assistant Retour vers les opportunités

• Agency: UNDP
• Title: Admin/Logistic Assistant
• Job ID: 7174
• Practice Area – Job Family: Management
• Vacancy End Date: 24/12/2016
• Duty Station: Tunis, Tunisia
• Education & Work Experience: C-HS Graduate or Equivalent – 3 year(s) experience
• Languages: Required: Arabic, English
• Grade: SB3
• Vacancy Type: Service Contract (SC)
• Posting Type: External
• Bureau: Arab States
• Contract Duration: One year
• Location: Tunis, Tunisia, with relocation to Tripoli, Libya, as soon as situation allows.

Background

Under the guidance and supervision of the Operations Manager and direct supervision of Procurement Specialist, the Administrative/Logistic Assistant will provide administrative and logistics support to Stabilization Facility Project through the CO, ensuring high quality, accuracy and consistency of work. He/she will work in close collaboration with the UNDP operations and projects, ensuring successful UNDP project implementation. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations, and pay special attention to providing support to the project staff operating in the field.

Duties and Responsibilities

Summary of Key Functions: 

• Implementation of operational strategies.
• Support to effective and efficient functioning of the unit.
• Support to administrative and logistical services.
• Support to office maintenance and assets management.

Support to knowledge building and knowledge sharing

Provides support to implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective and efficient functioning of the unit (Operations unit/Procurement Unit unit), focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings with suppliers, 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.

Provides support to effective administrative and logistical support, focusing on achievement of the following results:

• Ensure daily mileage log books, vehicle services/maintenance log book, fuel consumption report and monthly expenditure report for all vehicles, properly maintained;
• Organization and receipt of shipments, preparation of all necessary documentation for custom clearance and implementation of follow-up actions;
• Support to organization of administrative and logistical tasks including preparation of ……….;
• Arrangements of travel and accommodation reservations, preparation of travel authorizations, security clearance, processing requests for visas, identity cards and other documents;
• Ensure that all received goods are in accordance with the terms and specifications of the respective P.Os.
• Keep a track for all procurement and logistical requests/expenditures.
• Review and check all invoices properly before processing payment.
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• 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;
• Arrangement of vehicle transportation, regular vehicle maintenance.
• Work closely with operations unit for the insurance of vehicles and other assets;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.

Assistance in provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports for SFL Project;
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services;
• Act as a member of asset verification team in intervals twice a year;

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.

Impact of Results:

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies

Functional Competencies:             

Building Strategic Partnerships:

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

• Uses information/databases/other management systems.
• systems.

Client Orientation

Maintains effective client relationships:

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems.

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.