Administrative Assistant Consultant at UNDP

Website United Nations Development Programme (UNDP)

Website United Nations Development Programme (UNDP)

State: Accra, Ghana
Country: Ghana
Deadline: 21/09/2021
Qualification: Relevant Certificate
Work Experience: 3 Years
Career Level: Entry Level
Industry: International Development

Administrative Assistant Summary

The UNDP Administrative Assistant Consultant provides support to the clinic operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Administrative Consultant promotes a client, quality and results-oriented approach.

The Administrative Assistant Consultant works in close collaboration with the UNDP Operations, Programme and

projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities of the Administrative Assistant

Summary Of Key Functions

Implementation of operational strategies

Support to effective and efficient functioning of the unit (UN Clinic’s office/operations unit/administrative unit/Billing system)

Support to UN clinic’s administrative and logistical services

Support to UN clinic’s office maintenance and assets management

Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following

Administrative Assistant Results

Full compliance of administrative activities with DHMOSH/UNDP rules, regulations, policies, and strategies.

Provision of inputs to the preparation of administrative team results-oriented work plans as well as monitoring quarterly budget execution.

Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Ensures effective and efficient functioning of the unit (UN Clinic’s office/operations unit/

Administrative Unit), Focusing On Achievement Of The Following Results
Support the UN Clinic’s office operations: appointments, billing of clients.

Supports in the preparation of briefing and presentation materials, speeches, background
information and documentation for meetings and missions.

Supports in the preparation, data collection and analysis of clinic surveys
Translation of simple correspondences, when needed.

Ensures effective administrative and logistical support, focusing on achievement of the

Following Results

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.

Support in the recruitment of new Clinic staff, liaising with Clinic Manager and UNDP
Human Resources and Operations to meet deadlines.

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.

Support the preparation of the Annual Procurement Plan for procurement of medicines,
Diagnostics and medical supplies and supervise its implementations

Accounting for the applicable medical supplies and equipment according to
recommended guidelines.
Participating in logistics operations pertaining to the management of expired supplies and
re-distribution of medical supplies in the UN clinic.

Assisting in the arrangements of travel and hotel reservations, preparation of travel
authorizations, processing requests for visas, identity cards and other documents.
Maintenance of the filing system ensuring safekeeping of confidential materials.

Electronically archive the old medical files. Storing and record keeping of stocks.
following international standards

Extraction of data from various sources. Research and retrieval of statistical data from
internal and external sources; preparation of statistical charts, tables and reports.

Assisting in the organization of shipments, customs clearance arrangements, preparation
of documents for UN clinic’s shipments (received/sent), Preparation of all necessary

documentation, implementation of follow-up actions
Carries out post award activities of establishing import declaration forms and forms of
payment to suppliers.

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Prepares timely and accurate reports
Performs other duties as required.
Provides support to office maintenance and assets management, focusing on

Achievement Of The Following Results
Assists in maintenance of the clinic records on assets management and the preparation of the mentioned reports.
Maintenance of files and records relevant to office maintenance

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 Clinic Manager and UN Clinic.

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


Functional Competencies

Building Strategic Partnerships

Level 1.1: Maintaining information and databases
Analyses general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Research best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: 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

Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems

Client Orientation

Level 1.1: 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

Level 1.1: 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 teamwork
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
Informed and transparent decision making

Education of the Administrative Assistant

Required Skills and Experience

Secondary education. Certification in administration desirable. Diploma or equivalent in Medical field desirable or a University Degree in Business or Public Administration.

Experience of the Administrative Assistant

5 years of relevant experience in administration or programme/finance support service or 2 years of relevant administrative experience is required at the national or international level for a University Degree in Business or Public Administration.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements of the Administrative Assistant

Fluency in the UN and national language of the duty station.


Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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