FTA

Administrative Assistant GS-5, UNFPA Country Office

19 December 2017

Astana

Background
 

The Administrative Assistant position is located in the Kazakhstan country office. Under the direct guidance and supervision of the Administrative Finance Associate, and as a member of the operations team, the Administrative Assistant provides administrative and financial support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

 
Duties and Responsibilities
 
 
The Administrative Assistant provides administrative and financial support to UNFPA Kazakhstan Country Office.
 
Major Activities/Expected Results:
  • Handle travel arrangements for office personnel, including arrangement of visa, accommodation and transportation. 
  • Performs duties as HR Absence Processor and HR Local Recruiter in Atlas and monitor leave balances as required.  Ensure timely corrective action in Atlas, if required. 
  • Drafts contracts with consultants and collects all required documents for recruitment of personnel;
  • Assists Administrative Finance Associate on procurement, administrative tasks related to the premises, daily office operations, and any required logistical support for newcomers.
  • Handles office pouch, mailing system and customs clearances for shipments.
  • Acts as Requestor or Buyer in ATLAS to process Requisitions and/or Purchase Orders.
  • Provides assistance in ensuring logistics for UNFPA organized office  activities.
  • Liaises with relevant MOFA departments and other state entities to obtain relevant clearances, accreditation, permissions  etc in relation to CO premises and staff.
  • Coordinates vehicle schedule. Arranges regular vehicle maintenance and insurance. Checks vehicle daily log and gas consumption.
  • Acts as custodian for office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  • Assists Administrative/Finance Associate in maintaining assets in Atlas, issuance of assets to staff, regular clean-up of Asset Dashboard.
  • Translates and drafts letters, memos and other documents as well as provide oral translation as needed.
  • Ensures quality and completeness of filing of administrative documents.
  • Manages and maintains office’s library.
  • Acts as Alternate Petty Cash Custodian.
  • Acts as a Focal Point for Common premises and all premises related issues. 
  • Undertakes other tasks as may be assigned by his/her supervisor.
Work Relations
 
The Administrative Assistant works with and provides support to the members of the Kazakhstan Country Office, both programme and operations. Contacts with staff and other personnel to promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision. 
 
Competencies
 
Values:
  • Exemplifying integrity;
  • Demonstrating commitment to UNFPA and the UN system;
  • Embracing cultural diversity;
  • Embracing change.
 
Core Competencies:
  • Achieving results;
  • Being accountable;
  • Developing and applying professional expertise/ business acumen;
  • Thinking analytically and strategically;
  • Working in teams/ managing ourselves and our relationships;
  • Communicating for impact.
Functional Skill Set:
  • Providing logistical support;
  • Managing data;
  • Managing documents, correspondence and reports;
  • Managing information and work flow;
  • Planning, organizing and multitasking.
 
 
Required Skills and Experience
 
Education:  
  • Completed secondary level education required. First level university degree desirable.
Knowledge and Experience: 
  • 5 years of previous relevant experience in secretarial/administrative functions;
  • Some experience in research assistance;
  • Previous experience in the UN is an asset;
  • Knowledge of protocol;
  • Strong interpersonal and organizational skills;
  • Computer literacy - Word, Excel, Power-point, etc.
  • Knowledge of Atlas/PeopleSoft or other ERP system is an asset;
  • Good writing and communication skills.
Languages:
  • Fluency in English and Russian is required.
  • Working level of Kazakh is required. 

 

 
Disclaimer
 

NB! How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Incomplete applications will not be given consideration.

Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.