Administrative Assistant

Org. Setting and ReportingThis position is located in the Regional Office for Central Asia (ROCA) with duty station in Tashkent, Uzbekistan, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Administrative Assistant will work under the broad authority and guidance of the Regional Representative for Central Asia and direct supervision of the Procurement Officer. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin assigned authority, the incumbent will perform the following specific duties: General Administration • Draft routine correspondence to respond to enquiries in respect to relevant administrative matters. • Coordinate extensively with service units and liaise frequently with internal team members both at the Regional Office and in the Programme Offices. • Review requests for travel of locally recruited staff and meeting participants (for projects without admin staff at ROCA), raise Travel Requests in Umoja (UN ERP on-line system) making sure that the trip is arranged in line with travel entitlements for staff, consultants, UNODC visitors, ensuring that the travel arrangement conforms with the UN travel policy. • Provide information to staff on travel including options for travel route and hotel accommodation. • Act as a travel expert / focal point for training of admin staff, provide expert advice on policies and procedures related to travel. • Review invoices for tickets from the travel agencies in ROCA region, prepare and submit requests for payments for tickets and work on reconciliation of payments for tickets. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • May be responsible for guiding, training, and supervising the work of more junior General Service staff • Support ROCA and Programme Office staff and official UNODC travellers (experts, consultants, government officials, etc.) in general protocol matters related to visa issues, including preparation of NV for visa support with further submission to MFA or embassies. • Support international staff members and their dependents by processing requests for accreditation in accordance with requirements of government of Uzbekistan. • Coordinate effectively with the Ministry of Foreign Affairs, Government of Uzbekistan regarding all visa and accreditation matters. • Coordinate ROCA pool of drivers ensuring proper use of vehicle fleet and keep record of orders and drivers’ movement/workload in logbook to ensure fair distribution of tasks among the drivers. • Facilitate regular vehicles technical inspection, track mileage to initiate procurement of required spare parts. • Prepare monthly report/billing on utilities, cell phone, taxi, car wash, and other services if/when required. • Provide assistance in asset/inventory write off and verification exercises. • Provide assistance with custom clearance process of procured imported goods. • Backstop Executive Associate when/if needed Contract Administration • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Process the payment of contractors' invoices and monitor payments. Umoja role support • Collect quotations, conduct preliminary evaluations, canvassing for further review and confirmation by Requesting Programs, Low Value Acquisitions Committee and Certifying Officers for ROCA and projects. • Prepare Purchase Orders, local contracts in compliance with UN/UNODC rules and regulations, submit for review and signature to senior management. • Raise Shopping Carts. • Record Service Entry Sheets for recording receipts for services. • Perform other work-related duties as required in the scope of current position. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of relevant work experience in the field of administration or related areas is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system is required. At least one (1) year or more of experience in data analytics or related area is desirable. Work experience with SAP/Umoja is desirable. Work experience using advanced Microsoft Office applications and databases is desirable. Work experience within the United Nations system or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Russian is required. Uzbek is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).