Overview
The Administrative Assistant is accountable for communications, operational, and secretarial support services to enhance the smooth running of the team and its workflow. The role also provides reliable and safe driving services.
Key Responsibilities
- Facilitates communications and workflow.
- Establishes and maintains office filing and reference systems.
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings and keeps correspondence organized.
- Maintains and updates a system monitoring staff absence.
- Supports capacity development activities and conferences by making logistical arrangements.
- Arranges times for participants.
- Liaises with budget focal points and sections over costs and needs.
- Prepares background materials for participants and uploads cleared materials.
- Prepares and maintains agendas for meetings and events.
- Provides travel assistance to staff members.
- Liaises with travel focal points.
- Briefs/de-briefs staff members on administrative matters.
- Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
- Monitors travel certification.
- Provides input on logistics, including advising on infrastructure constraints.
- Keeps track of demurrages and detention charges.
- Negotiates with Airport/Port/Shipping Line for waiver of demurrage/detention charges.
- Responsible for collecting invoices and filing documents for approval and processing.
- Uploads electronic files and verifies results.
- Responds to client transaction status and other inquiries.
- Undertakes receipt of consignments and dispatch of supplies.
- Supports management of administrative supplies, office equipment, and updating inventory.
- Monitors and supervises adequate and appropriate use of supplies.
- Ensures services and maintenance of premises are in accordance with organizational standards.
- Arranges for the purchase and timely distribution of office supplies.
- Drives office vehicles for transport of UN staff, officials, visitors and delivery/collection of mail, documents and other items.
- Meets official personnel and visitors at the airport and may assist with basic visa and customs formalities.
- Ensures vehicle is kept in good running condition.
- Ensures availability of all required documents/supplies in the assigned vehicle.
- Keeps track of insurance and other formalities.
Required Experience
A minimum of 4 years of relevant administrative or clerical work experience including two years of work experience as a driver with a safe driving record is required.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work along with a valid driver’s license and knowledge of local driving rules and regulations.
