JOB DETAILS:

United Nations Development Programme Administrative Associate Kuwait UNDP Jobs 2024

United Nations Development Programme looking for “Administrative Associate”. Applicants with a Secondary School Diploma may apply on or before 07-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 30/06/2024 for qualified applicants to fill in the vacant post of Administrative Associate to be based in Kuwait , Kuwait. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: Administrative Associate

Duty Station: Kuwait , Kuwait

Country: Kuwait

Application Deadline: 07-Jul-24

Responsibilities: 

• Full compliance of administrative activities with UN rules, regulations, policies, and strategies.
• Contacts with visitors and staff at the front desk, arrangement of appointments and meetings for the UN house meeting rooms.
• Establish an electronic/manual archiving system for the registry and ensured proper handling of official mail.
• Translation of simple correspondences relevant to the front desk functionality.
• Monitoring of all visitors; assistance to visitors by providing directions and accurate information.
• Operation and management of the telephone switchboard in accordance with appropriate protocol.
• Maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
• Assistance to visitors and participants of the special events organized in the UN House.
• Provide administrative support to conferences and workshops at the UN House.
• Administering Pouch and DHL services.
• Maintain master directory for all government officials, diplomatic missions, partners, and UN invitee list.
• Provide simple procurement support to UN agencies in relevant to the events managed at the UN House including requesting quotations, contacting vendors, maintaining vendors database, and negotiating prices adhering to UN procurement rules and regulations.
• Acting as OMT secretary.

Common Premises Maintenance functions, focusing on achievement of the following results:

• Closely work with Ministry of Foreign Affairs (MOFA), liaising with officials in MOFA and other governmental bodies on the building maintenance activities.
• Coordination with the cleaning service provider and UNDP.
• Responsible for supervising the overall cleaning work of the premises, ensuring the required quorum staff, arranging for replacement with the company when needed.
• Inspect and review technician’s work to uphold a well-maintained facility.

Ensures implementation of Safety & Security functions, focusing on achievement of the following results:

• Assists in maintaining the Building Security Evacuation Plans under complete supervision of the UNDSS, including Fire Safety, Earthquake, and other Building Security Plans as well as updating the building staff and fire wardens lists in coordination with agency SFPs and UNDSS.
• Supervising the security, cleaning team, and technicians.
• Provide the needed support in reporting security incidents at the UN House.
• Ensures all guards of UN House Premises work according to contractual obligations; ensures that security guards keep an up-to-date record of the building inspection duties.
• Safeguards and ensures that no UN property, assets, and/or equipment leave the UN House Premise without a relevant authorization form signed by a designated staff member only.
• Under overall guidance of UNDSS, the UN House Administrative Associate should Act as the main SFP for the UN House Premises security services.
• Receiving information from the UN agency staff members regarding their planned visitors to facilitate their entrance in accordance with the approved SOP(s).
• Keeps a copy of building master keys and office access card and keep a proper log for all events related.

• Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
• Demonstrated experience in administration is an asset.
• Demonstrated experience in financial administration is desirable.
• Demonstrated experience in working with international organizations project implementation is desirable.
• Demonstrated experience to communicate well and interact with key and government officials.
• Demonstrated Experience in Administration & Procurement at international organizations would be desirable.