Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
- Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as โinternalโ candidates)ย
- Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
- Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandatesย
Under the guidance and direct supervision of the Admin Analyst โ Head of Admin Unit, with matrix reporting to the CP Operations Specialist, the Administrative Assistant demonstrates a client-oriented approach and ability to work with people of different national and cultural backgrounds. The incumbent works in close collaboration with the Programme and Operations Teams staff, and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Coordination of Facilities Operations
- Support to manage and oversee daily operations of UN facilities, including offices, accommodation compounds, and shared spaces.
Provide appropriate and required administrative and logistical services to the CO and CP Unit.
Serve as 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. Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs. Organize shipments and customs clearance arrangements. Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. Perform Buyer role in ERP. Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. When requested, collect information for DSA, travel agencies, and other administrative surveys. Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report. Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit. Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance. Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions. Maintain comprehensive and up-to-date records on facility usage, accommodation allocations, keys, lease agreements, vendor performance, and maintenance logs.Financial and Procurement Support
Assist in the development of the sectionโs budget and ensure effective expenditure monitoring. Prepare monthly cost recovery statements for office space and accommodations in coordination with UN Agencies. Monitor vendor contracts for performance, ensuring timely renewals and service continuity.Project Implementation and Monitorinh and Contractor and Service Provider Oversight
Contribute to the planning and supervision of minor civil works, including refurbishments and facility upgrades. Collaborate with Engineering, Procurement, and Contract Management Units to define project specifications and review contractor bids. Track project progress, cost, and adherence to safety, security, and environmental regulations. Supervise all outsourced facility services to ensure contractual compliance and service quality. Conduct site inspections and service evaluations; initiate improvement measures or recommend penalties where necessary. Verify completion of work orders and certify invoices for timely vendor payments.Client Service and Staff Support
Deliver high-quality support to UN personnel residing in mission-provided accommodations or using shared services. Manage a centralized helpdesk or tracking system to address complaints, requests, and service issues promptly. Ensure timely resolution of staff queries, escalating unresolved or urgent cases to the appropriate authority.The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the Office, Organization.
Institutional Arrangement
The Administrative Assistant will work under the direct supervision of the Admin Analyst โ Head of Admin Unit with matrix reporting to the CP Operations Specialist.
Competencies
Core Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvementsย Learn Continuously: LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in the face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationยCross-Functional & Technical competenciesย
Required Skills and Experience
Min. Education requirements
Secondary education is required. University Degree (bachelorยดs degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.Min. years of relevant work experience
Minimum of 5 years (with secondary education) or 2 years (with bachelorโs degree) of relevant experience in administration or programme support services.Required skills
Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.Desired skills in addition to the competencies covered in the Competencies section
Relevant experience with UN/UNDP or an international organization. Demonstrated ability to thrive within a complex multicultural and multinational environment. Experience in engaging with stakeholders. Demonstrated knowledge of UN/UNDP Admin, operations and procurement process.Required Language(s)
Fluency in English and Kurdish language is required. Knowledge of Arabic language is desiredProfessional Certificates
Certifications in Administration and Procurement are desirable.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
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