National Post - GS5

Administrative Assistant

26 August 2018

Kyiv, Ukraine

Job Title:  National Post - Administrative Assistant, GS5, Kyiv, Ukraine

Full/Part Time: Full-Time

 

This post is non-rotational.

 

PLEASE NOTE THAT THIS VACANCY IS OPEN TO UKRAINIAN NATIONALS ONLY

 

Post type: Fixed-term appointment

 

Closing date: 26 August 2018 (5 pm Kyiv time)

 

Duty station: Kyiv, Ukraine

 

Duration: one-year renewable (*)

 

[*] No expectancy of renewal in accordance with UN Staff Regulation 4.5

 

Organizational Setting

 

The Administrative Assistant position is located in Ukraine 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 the assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

 

The Administrative Assistant provides administrative and financial support to UNFPA Ukraine Country Office.

 

The Administrative Assistant works with and provides support to the members of the Ukraine Country Office, both programme and operations. Contacts with staff and other personnel to promote achievement of common goals and shared objectives and demonstrate a personal commitment to UNFPA’s mandate and organizational vision.

 

Main Tasks & Responsibilities

Handle travel arrangements for office personnel, including the arrangement of visa, accommodation and transportation.

Performs duties of the Leave Monitor for office staff, including ensuring timely corrective action in Atlas, if required.

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 and 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 a 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.

Acts as a back up to Petty Cash Custodian under the supervision of the Admin/Finance Associate.

Acts as a back up to the Focal Point for Common premises and all premises related issues.

Vendor relations, including vendor performance monitoring and oversight.

Undertakes other tasks as may be assigned by his/her supervisor.

Qualifications 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, Ukrainian and Russian are required.

Required 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 workflow

Planning, organizing and multitasking

 

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

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Disclaimer

WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or another fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

 

Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment.  Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.

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