Administrative/Logistics Assistant 121 views


Administrative/Logistics Assistant

  • Added Date: Tuesday, 03 December 2019
  • Deadline Date: Friday, 13 December 2019
  • Organization: UNDP – United Nations Development Programme
  • Country: Uzbekistan
  • City: Tashkent
  • Contract Type: Service Contract (SC)
  • Post Level: SB3
  • Under the overall guidance of Operations Manager and direct supervision of the Head of Administrative Services and Finance Unit, the Administrative/Logistics Assistant provides support to projects, Agencies, office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative/Logistics Assistant promotes a client, quality and results-oriented approach.
     
    The Administrative/Logistics Assistant works in close collaboration with the Operations, Programme and projects staff and other UN agencies staff to exchange information and ensure consistent service delivery.
     

    • Assists in administrative and logistical arrangements for the events, renting of premises, arrangement of accommodation, transportation, and translation/interpretation services for participants and invited experts,
    • Collects proposals for further competitive selection of a venue and services for the conferences, workshops, trainings upon the request from CO and agencies according to the UNDP established procurement procedures;
    • Performs travel arrangements including liaison between travel agency for a route selection, finalization and purchase of tickets for participants according to the established procedures;
    • Assists in booking and purchasing of tickets, including creation and processing of travel requests and claims for tickets and DSA; creation of vendors and travel profiles in T&E;
    • Enters relevant information to Cost Recovery Database and Atlas;
    • Prepares documents in obtaining Uzbek Visa for the visiting missions, prepare documents for accreditation of international staff;
    • Maintains database of hotels and meeting/conferences facilities; maintain roster of vendors;
    • Provides administrative/logistics support to the Refugee Support Unit
    • Provides consultations of administrative rules, regulation and procedures to project staff;
    • Other duties that may be required in the scope of current position.

    Core Competencies:

    • Demonstrating/safeguarding ethics and integrity;
    • Demonstrate corporate knowledge and sound judgment;
    • Self-development, initiative-taking;
    • Acting as a team player and facilitating team work;
    • Facilitating and encouraging open communication in the team, communicating effectively;
    • Creating synergies through self-control;
    • Managing conflict;
    • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
    • Informed and transparent decision-making.

    Functional Competencies:

    Building Strategic Partnerships:
    Maintaining information and databases

    • Analyses general information and selects materials in support of partnership building initiatives

    Promoting Organizational Learning and Knowledge Sharing:
    Basic research and analysis

    • Researches best practices and poses new, more effective ways of doing things

    Job Knowledge/Technical Expertise:
    Fundamental knowledge of processes, methods and procedures

    • Understands the main processes and methods of work regarding to the position
    • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
    • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
    • Demonstrates good knowledge of information technology and applies it in work assignments
    • Presentation of information on best practices in organizational change;
    • Demonstrates ability to identify problems and proposes solutions

    Promoting Organizational Change and Development:
    Presentation of information on best practices in organizational change

    • Demonstrates ability to identify problems and proposes solutions

    Design and Implementation of Management Systems:
    Data gathering and implementation of management systems

    • Uses information/databases/other management systems
    • Provides inputs to the development of simple system components

    Client Orientation:
    Maintains effective client relationships

    • Reports to internal and external clients in a timely and appropriate fashion
    • Organizes and prioritizes work schedule to meet client needs and deadlines
    • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
    • Responds to client needs promptly

    Promoting Accountability and Results-Based Management:
    Gathering and disseminating information

    • Gathers and disseminates information on best practice in accountability and results-based management systems
    • Prepares timely inputs to reports
    • Maintains databases

    Education:    

    Bachelor’s degree in social science. Secondary education with specialized certification in the subject area, in combination with additional year of qualifying experience may be accepted in lieu of the university degree.

    Experience:    

    At least 2 years of proven experience in administration and/or logistics is required at the national or international level

    Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems;

    Language Requirements:    

    Proficiency in English, and good knowledge of Uzbek and / or Russian

    Others:    

    Client oriented approach;
    Excellent interpersonal and communication skills

    Important applicant information

    All posts in the SC categories are subject to local recruitment.

    Applicant information about UNDP rosters

    Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

    Workforce diversity

    UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

    Scam warning

    The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive 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.

    Contract Duration: 6 months with possible extension

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