Administrative Assistant

Full Time Greater Accra UN Volunteers
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State: Accra, Ghana
Country: Ghana
Deadline: 07/08/2021
Qualification: Degree
Work Experience: 5 Years

Eligibility criteria
Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.
Description of task
Within the delegated authority and under the supervision of the Operations Analyst or his/her designated mandated representative(s), the UNV Administrative Assistant will:

Ensure functioning of registry system focusing on the following:
Supporting the IT Associate and technical staff in moving from a physical filing system to a fully electronical filing system
Archiving of physical files as per UNDP retention policy
Management of incoming and outgoing mail, including DHL and diplomatic pouch, liaising with other UN agencies who receive their mail through UNDP
Custodian and manager of registry@undp.org email address ensuring timely information flow to relevant colleagues
Preparation of invoices to other agencies for pouch services
Provide effective administrative and logistical support, focusing on the following:
Fleet management including vehicle/driver roster for transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update of online vehicle report.
Regular analysis on vehicle efficiencies, e.g. gas consumption, frequency of repairs
Preparation of non-PO payment documentation for office management related invoices.
Support office maintenance and inventory management, focusing the following:
Focal point for premises maintenance, including liaison with contractors
Timely arrangement of any needed repairs as reported through daily security reports or by any colleague in the premise
Proactive monitoring of the functioning of the facilities and state of building components, such as lights, doors, windows, water supply, generator etc.
Systematic oversight of the functioning and state of office furniture and equipment (where necessary in consultation with IT) to identify obsolete or broken item, preparing a monthly list for management decision making
In collaboration with the IT team establish an electronic inventory system and be its custodian, including management of stock, distribution of items, update of system, timely re-order
Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Qualifications/Requirements
Required degree level
Bachelor degree or equivalent
Educational additional comments
Bachelor’s degree with administration focus is desirable
Required experience
36 Months
Experience remark
At least 3 years of professional experience in office administration or office management
Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of clients
Detail orientation and accuracy
Ability to work in a multinational team
Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet;
Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines
Affinity for database management development of user friendly online system for task management is desirable
Language skills
English(Mandatory), Level – Fluent
Twi(Optional), Level – Working Knowledge
Area of expertise
Administration and administrative assistance, Other premises management/maintenance, supply, or purchasing related experience, Other finance, economics and administration related experience
Area of expertise details
Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of clients
Detail orientation and accuracy
Ability to work in a multinational team
Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet;
Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines
Affinity for database management development of user friendly online system for task management is desirable
Driving license
Competencies values
Accountability, Adaptability and Flexibility, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Ethics and Values, Integrity, Planning and Organizing, Professionalism, Working in Teams
Application procedure
* Not yet registered in the UNV Talent Pool? First register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply. * Already registered in the UNV Talent Pool? First update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply. This is a national UN Volunteer assignment, therefore only nationals of Ghana and legal residents in Ghana with a residency permit, the status of refugee or with the status of being stateless are eligible to apply. Don’t forget to tick the yes box for: “I am interested in serving as a volunteer in my own country.” Application deadline: 27-06-2021

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To apply for this job please visit www.unv.org.

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