Background Information
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
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Main Tasks & Responsibilities
The Administrative Assistant is responsible for supporting the day-to-day administration of the UNFPA Kazakhstan Country Office. You will provide administrative and financial support services and guidance to users, while promoting a client, quality and results-oriented approach to your work.
You will report to the Administrative and Finance Associate.
You would be responsible for:
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.
Welcome and answer inquiries from visitors, and provide directions and accurate information related to UNFPA;
Undertakes other tasks as may be assigned by his/her supervisor.
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Qualifications and Experience
Education:
Completed secondary school level. First level university degree desirable.
Knowledge and Experience:
5 years of previous relevant experience in secretarial/administrative functions;
Some experience in research assistance;
Experience in the usage of computer and office software packages and in handling web-based management systems;
Strong interpersonal communication skills;
Familiarity with the UN system is desirable;
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 desirable
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Required Competencies
Values:
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN system
Embracing diversity in all its forms
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 Competencies:
Providing logistical support
Managing data
Managing documents, correspondence and reports
Managing information and work flow
Planning, organising and multitasking
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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.
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA
at http://www.unfpa.org/employment.
Please print out the Guide for your reference during the registration and application process.
Please note that only short-listed applications will be contacted.
UNFPA is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups are equally encouraged to apply. All applications will be treated with the strictest confidence. UNFPA does not solicit or screen for information in respect for HIV or AIDS and does not discriminrte on the basis of HIV/AIDS status.
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.
