Administrative Assistant

Mission and objectivesThis job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners. The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country. Through its portfolio, the CO has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

ContextTo ensure a smooth programme delivery and strengthening operational coherence across the organization, the Administrative Assistant will provide programme support and administrative services of the UNDP Rwanda deliverables, and operations. This includes programme support in data, financial management, and financial reporting support. She/he will promote a client-oriented approach, in the framework of UNDP policies, rules and regulations. In close collaboration with policy, programme, operations, and project teams in the UNOSSC, the Administrative Assistant will support in identifying and resolving bottlenecks, clarifying, and interpreting procedures, and escalates complex programme and administrative issues as needed. Likewise, s/he will facilitate training updating staff on emerging programme support/operational updates.

Task DescriptionUnder the direct supervision of the Operations Manager, the volunteer will undertake the following tasks: Support to implementation of operational strategies, adapting processes and procedures:  Full compliance with UN/UNDP rules, regulations, and policies of operational activities, record-ing/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented operations management system.  Contribution to UNDP Rwanda business processes mapping and elaboration of the content of internal Standard Operating Procedures in operations areas.  Support elaboration of proposals and implementation of cost saving and reduction strategies in consultations with BMS.  Support internal Office management including work planning, info management, documenta-tion of SOPs etc and  Backstop other Operations team members as required. General operational and administrative support to the Operations Unit and revenue reporting requirements : • Organizes and prepares agendas and minutes of OMT and other One UN Related working Groups • Organizes and prepares agendas and minutes of unit meetings and tracks follow-up ac-tions. • Coordinates and writes sections of briefing materials and reports for meetings and mis-sions for staff, including research work to prepare briefing materials as applicable. • Monitors all travel-related payments as required. • Provides administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events orga-nized by Unit; • Provides inputs into the unit’s administrative business processes mapping and implemen-tation of the internal standard operating procedures (SOPs); • Backstops procurement processes. • Backstops unit members on programme management during absences and mission travel; and • Serves as the Unit’s liaison person for all interactions with BMS on all programme and op-erational support. • Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables, reports. Ensure Effective Administrative and Logistical Support: • Maintains administrative control records such as commitments and expenditures; confir-mation of availability of funds prior to review by supervisor; based on authorization. • Maintains data integrity in the database and control programme; takes corrective actions when necessary. • Coordinates projects/common services cost-recovery arrangements. • Maintains proper control of supporting documents of funds and activities and information for the audit. • Monitors updated schedule of renovation/cleaning/painting of office building scheduled and all office facilities hygienic and in smooth and in running conditions at all times. • Monitors service delivery of outsourced areas and drafts proposal options for compound management to the optimum advantage of the organization. • Supports OMT taskforces/working group activities, including drawing action plan and mon-itoring their activities. • Provision of information for audit purposes. Facilitate Knowledge Management - Strengthen team performance through knowledge sharing, - Participate in all relevant UNDP and external training and do summary report on lessons learned and best practices. - Contribute to UNDP knowledge networks and communities of practice.

Competencies and values☒ Adaptability and Flexibility ☒ Building Trust ☒ Commitment and Motivation ☒ Communication ☒ Ethics and Values ☒ Integrity ☒ Knowledge Sharing ☒ Professionalism ☒ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☒ Working in Teams

Living conditions and remarksKigali, the capital of Rwanda, has undergone an incredible period of rejuvenation and stability that is clearly visible the moment you step out into this beautiful city. Concerning transport, even though motorcycle taxis are not recommended, they are the fastest way to get around this metropolis. Helmets are provided, but it is better to have your own helmet. You can also take a standard taxi. Those with a yellow stripe will be run by individuals, while the majority will belong to either Kigali Taxi Service (3122) or Kigali Airport Taxis (476586). Public transportation is the cheapest way to get around Kigali, and many of the buses are new and well-maintained. You can also take these buses farther afield; expect to pay a fare based on distance. Transport prepaid cards are available for passengers at each bus station, and you can load a minimum amount of two hundred Rwandan francs (200RWF). If public transport isn’t your style, cars are available for rent or purchase in Kigali. Major investment has been made in infrastructure, including roads, and congestion in this city has never been particularly bad. Accommodations are found easily and at the relevant standards and recreation infrastructures (swimming pools, aerobics, etc…) can be found in the various places. Shops and markets are available with necessary items including imported goods, home furnishings and electrical appliances and vehicles spare parts. Public and private health facilities are available in Kigali and some of them such as King Faisal Hospital, Legacy Clinic, Hôpital la Croix du Sud, etc …work with CIGNA insurance. The above Hospitals have necessary health equipment; ambulances, adequate health services and can handle any emergency. Kigali is an exceptionally safe city. However, in case of emergency, there are several emergency numbers in Kigali, so be sure to know which to call. You can reach the police on a special line by dialling 999. Fire fighters can be reached at 111 and the emergency services are at 112. If you have or see a traffic accident, call 113. The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utilities, transportation, communications, and other basic needs.