Administrative Assistant (1 Position)
JOB DETAIL
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP in Cyprus provides a diverse package of programmatic services to a range of partners which contribute to building a conducive environment for the peace process. In collaboration with the European Union and other partners, UNDP has earned a reputation as an independent, trusted and experienced partner in the area of peacebuilding, working with Greek Cypriots and Turkish Cypriots on confidence-building measures, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure of the island. In particular, the implementation of the confidence-building measures contributes to the building of trust between the two communities while demonstrating to the public at large that the two communities can work together on critical issues that are of importance to all inhabitants of Cyprus.
Under the guidance of the Head of Office and direct supervision of the Operations Manager, the Administrative Assistant provides reliable office assistance services demonstrating a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Duties and Responsibilities
Summary of Key Functions:
- 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.
- 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.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
- 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.
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Competencies
| Core | |
| 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 pragmatic problem solver, makes improvements |
| 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 flexible |
| Act with Determination: | LEVEL 1: Shows drive and motivation, able to deliver calmly in 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 discrimination |
| Cross-Functional & Technical competencies (insert up to 7 competencies) | ||
| Thematic Area | Name | Definition |
| Business Development | Human-centered Design | Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process Knowledge and understanding of human centred design principles and practices |
| Business Management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels |
| Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns |
| Administration & Operations | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
| Administration & Operations | Building, facilities & office space
management |
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data |
| Administration & Operations | Inventory management | Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above |
Required Skills and Experience
Education:
- Completion of Secondary Education is required. or
- Bachelor’s degree in in Business or Public Administration, Management and other relevant fields will be given due consideration in lieu of the advanced university degree
Experience:
- Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of relevant experience in administration or office support service in UN system, NGO, public sector or governmental entity.
Required Skills:
- Experience in document management and electronic filing.
- Experience in the use of office software packages, and in particular Outlook, Word, Excel and PowerPoint.
Desired Skills:
- Previous working experience at international organizations including UN/ UNDP is an asset.
- Experience working in bi communal / Multinational projects is an asset.
Languages:
- Fluency in English is required.
- Fluency in Greek or Turkish is required.
Other:
- Nationals or others legally authorized to work in Cyprus are eligible.
- Valid driving license is required.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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