Administration Assistant - Access to Information Phase II Project

  • Added Date: Wednesday, 10 October 2018
  • Deadline Date: Wednesday, 24 October 2018

Similar jobs

Project Administrative Assistant
Organization: UN Office Africa
Added: Thursday, 06 December 2018
Deadline: Friday, 14 December 2018
Administration Assistant
Organization: CTG
Added: Tuesday, 04 December 2018
Deadline: Wednesday, 12 December 2018
Project Procurement and Administrative Assistant
Organization: UN Office Africa
Added: Tuesday, 27 November 2018
Deadline: Wednesday, 12 December 2018
  • Empower civil servants with the tools, expertise, knowledge, and resources they need for experimenting and innovating citizen-centric solutions to public service challenges.
  • Establish both physical and online one-stop access points that scale innovative services and make them available to citizens easily, reliably and in an affordable manner.
  • Encourage and support non-government actors, including small entrepreneurs, teachers, and the youth, to partner with government actors.
  • Cultivating‘Empathy’
  • Reducing‘TCV’
  • Simplifying through ‘SPS’
  • Supporting innovation through ‘Service Innovation Fund’
  • Celebrating innovators with ‘Innovation Summits’
  • Establishing delivery platforms enabling ‘Services for All’
  • Full compliance of administrative management and inventory of assets ensuring that proper asset management is performed in adherence to UN/UNDP/GoB rules, regulations, policies and strategies and that inventory procedures are complied.
  • Provision of inputs to the project administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Maintenance and development of good working relationships with the different team, government/national counterparts concerned for issues related to common services.
  • Full compliance of administrative management and inventory of assets ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and the inventory procedures.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Maintain Liaison with the relevant various Vendor.
  • Prepare all necessary documents, implement follow-up actions, draft correspondence related to admin/finance during the special events as per project requirement.
  • Introduce an efficient administrative and logistic support system for the project.
  • Receiving, inspecting and verification of all incoming a2i assets including equipment, furniture and supplies and scheduling deliveries to users.
  • Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
  • Entering records in the asset control database (system) ensuring inventory records are up to date and accurate
  • Support to the management on physical assets disposal. Documentation preparation for submission for approval; follow up on request and liaise with requesting unit and maintenance for disposal action.
  • Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
  • Preparation of inventory reports as required
  • 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.
  • Office equipment maintenance (AC, Furniture, Photocopier, Printer) and keeping records.
  • To prepare annual budget for stationeries and ICT equipment’s, stock management
  • Maintain office store with proper control
  • Timely handling and regular maintenance of office equipment (i.e., Fax, Photocopiers etc.), and preparation of all routine correspondences.
  • Maintenance and development of good working relationships with the UNDP, relevant agencies, government/national counterparts concerned for issues related to a2i and other common services.
  • Support the preparation of common service budget and administer the expenditure control
  • Ensure the quality and timeliness of a2i Common Services
  • Manage day to day issues related to Common Service Administration
  • Initiate new areas for possible common services and for simplified and harmonized business processes (e.g., joint procurement, security-related facilities, building maintenance services etc.).
  • Identification of Common Services in other/innovative areas.
  • Maintenance of Common Service-related Information and accounting system.
  • Supervise common service e.g. cleaning, security services of the project
  • Keeping records of monthly mobile and internet bills as per organization policy.
  • Arrange refreshment for staff members. 
  • Provide administrative and logistic support to arrange Conference, Workshop, Seminar, capacity building initiatives. 
  • Petty cash Management.
  • Support Head of Operations in co ordinating with the other team/agencies in matters related to common service facilities, budgeting, expenditure control etc.
  • Project Fleet management (Prepare duty roster for drivers, tracking millage, fuel consumption, duty records and prepare overtime sheet.) 
  • Vehicle Routine Maintenance. 
  • Coordinate BRTA and other Government agencies to keep update all vehicle documents (license, insurance, fitness certificates, route permit and so on) 
  • Support in arranging national & international Travel for staff members.
  • Develop mechanism for Vehicle Routine Maintenance.
  • Training of staff engaged in the conduct of physical inventory.
  • Briefing of staff members on issues relating to area of work
  • Sound contributions to knowledge networks and communities of practice.
  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • 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
  • 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
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
  • Strong writing ability with exceptional communication skills, both written and oral 
  • Strong computer skills with a knowledge of many desktop applications that will be useful for the position, such as Microsoft Word and Excel, e-mail, and all Internet browsers
  • Prior experience with the SharePoint platform is a plus 
  • Strong design sensibilities 
  • Experience with interacting with a range of clients
  • Highly organized with a keen eye for detail 
  • Ability to multi task under tight deadlines 
  • Ability to think quickly and improvise when necessary 
  • Creative self-starter with an ability to work independently and also as an integral part of a team to deliver results 
  • Focuses on result for the client and responds positively to feedback 
  • Consistently approaches work with energy and a positive, constructive attitude 
  • Demonstrates openness to change and ability to manage complexity 
  • Minimum Bachelor degree in any discipline. 
  • At least 2 years of practical work experience in Administrative support is required.  
  • Previous experience in national / international development organization or multinational organization will be an added advantage.
  • Experience in the usage of office software packages (MS Word, Excel, etc.)
  • Flexibility to work in a team and temperament to work under pressure 
  • Fluency in written and spoken English and Bangla.

Contract Duration: till 30 June 2019

This vacancy is archived.

Recommended for you