UNDP Administration Assistant Jobs in South Africa

UNDP Administration Assistant Jobs in South Africa

Background

Under the supervision of the Director of his designate, the Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. The accountabilities/key results expected are:

Communications & Workflow

Operational Support

Secretarial Support

Duties and Responsibilities

Communications & Workflow:

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the team; maintaining the supervisor’s calendar; establishing/maintaining the office filing and reference systems, both traditional and digital; and ensuring the inter/intra-net websites are up to date and accurate.

Operational Support:

Facilitates the work of the team to ensure integrity in the use of resources and adherence to established rules and procedures.

Accountabilities typically include ERP data entry and reporting activities as originator; applying internal procedures and tracking systems for correspondence and documents; verifying work is completed in accordance with IFAD standards and within established deadlines; monitoring work progress and priority cases; organizing meetings and workshops; organizing official travel; administering staff attendance and leave; and identifying and extracting information from various sources and preparing briefing notes.

Office Support:

Ensures the full range of office support to the supervisor. Accountabilities typically include preparing briefing materials for official trips or meetings; drafting responses to written inquiries on routine and non-routine questions; coordinating responses to sensitive or complex inquiries; following up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents; reviewing all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature; and may make informal translations of correspondence.

Managerial Functions:
Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies.

Impact of Key Results/key Performance Indicators:

Administrative Assistants at the GS-4 level typically report to a

senior professional staff member or to a team leader; therefore the scope of key results is limited to the organizational unit.

The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work.

The work is standard in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis.

Key performance indicators include the timely and accurate performance of assigned activities.

Competencies

Strategic thinking and organizational development: Personal influence Demonstrating

Leadership: Personal leadership and attitude to change Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates

Focusing on clients: Focuses on clients

Problem solving and decision making: Demonstrates sound problem solving and decision-making ability

Managing time, resources and information: Manages own time, information and resources effectively

Team Work: Contributes effectively to the team

Communicating and negotiating: Communicates effectively: creates understanding between self and others

Building relationships and partnerships: Builds and maintains effective working relationships

Required Skills and Experience

Education and Experience:

Secondary school education with at least three (3) years of work experience or a Bachelors Degree in Finance or Administration with one (1) year experience.

Technical/Functional Experience:

Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset. Organizational, planning and prioritizing skills and abilities.

Ability to deal patiently and tactfully with visitors; Sense of initiative and good judgment.

Ability to work effectively with people of different national and cultural background.

Ability to work in a team environment to achieve common goals.

Language requirements:

Excellent written and verbal communication skills in English. Working knowledge of another official language (Arabic, French, or Spanish) is desirable.

Disclaimer

Representation/work Relationships

Administrative Assistants at the GS-4 level typically are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within IFAD.

Routine exchange of information within the Fund includes arranging travel, procurement and information technology support.

Typical contacts within the division, office or department as well as external contacts consist of responding to inquiries.

UNDP Administration Assistant Jobs in South Africa