• Ensures implementation of operational strategies.
• Provision of reception/front-desk and telephone communication services.
• Provision of administrative support for effective and efficient functioning of the office
• Provides support to office maintenance and assets management.
• Alternate for provision of logistical services.
• Supports knowledge building and knowledge sharing in the office.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2. Provision of reception/front-desk and telephone communication services:

• Management of front-desk/reception and answering phone calls;
• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
• Operation of the telephone switchboard in accordance with appropriate protocol;
• Interact with vendors to exchange information on office issues (incl. invoices, vendor profile forms, VAT exemptions, etc.);
• Other duties as required.

3. Provision of administrative support for effective and efficient functioning of the office focusing on achievement of the following results:

• Office opening with appropriate protocol;
• Filing and archiving of documents (both hard-copy and electronic) including scanning;
• Document in and out registry;
• Filling forms required for payment requests and organization of payments of common services;
• Prepares/drafts routine/basic correspondence, faxes, memos and reports;
• Maintaining records/lists and monitoring due dates in relation to the office administration;
• Ensures timely preparation of office space for arrival of new employees/consultants/visitors;
• Performing duties such as photocopying, logging and dispatching correspondence;
• Management of office Conference Room calendar and maintaining office common calendars;
• Performance of a General User role in Quantum;
• Performs any other ad-hoc tasks and duties the institution may reasonably request in relation to its mandate.

• Maintenance of records of custodial items, attendance to physical check of assets and inventory and support in preparation of reports.
• Constant monitoring & maintenance of the office environment and keeping the premises in order;
• Maintenance of files and records relevant to office maintenance
• Reporting to service providers for regular maintenance and repair;
• Coordinates arrangements for repairs of office furniture and equipment;
• Collection and distribution of office supplies and materials and ensures a continuous stock of the basic stationery and office supplies.

5. Provision of logistical services focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
• Alternate to the driver/messenger in his/her absence for performing below listed duties:
  • Collection, pickup and delivery of mail and other materials as required from and to the post office, government agencies and other institutions.
  • Driving project partners to the project sites if the Driver is not available.
  • Collection of invoices from Vendors, contacting Vendors for any information and documentation to be provided or received.
  • Delivery of recycling items and contents of recycle bins.
  • Vehicle maintenance, collection of vehicle log books, petrol receipts and monthly vehicle check. Alert management in any issue/problem requires action.
• Other duties as required.

6. Supports knowledge building and knowledge sharing in the office focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff related to the duties performed.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Impact of Results

The key results have an impact on the execution of office administration.