Administrative and Logistics Assistant - UNESCO

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct supervision of Head of Finance and Administration and overall guidance of the Head of Office, the Administrative and Logistics Assistant provides support to the Office operations by performing a variety of standard administrative tasks/processes ensuring high quality and accuracy of work.  S/he promotes a client, quality and results-oriented approach and works in close collaboration with the Operations, Programme and Project staff in the Office to ensure consistent service delivery. 

The Administrative and Logistics Assistant is responsible for providing necessary support in the areas of General Office Administration, Procurement, HR, Travel and Logistical Services. S/he works in close collaboration with Administrative Unit, Programme Staff and related counterpart(s) in other UN agencies staff to ensure consistent service delivery.

Summary of Key Functions:

• Support in implementation of operational strategies;
• Administrative, Secretarial and logistical supports;
• Support to office maintenance and assets management, preparing inventory report.
• Support to knowledge building and knowledge sharing.

Job Description

01. Support in implementation of operational strategies:

• Full compliance of administrative activities with UN/UNESCO rules, regulations, policies and strategies;
• Provision of inputs to preparation of administrative team results-oriented work plans.

02.  Provides administrative and logistical support:

General Administrative Support Services

• Process incoming and outgoing official documents/letters/contracts of programme units and HOO;
• Draft official correspondence, memoranda and non-substantive reports;
• Record staff meeting minutes, prepare, circulate maintain documentation;
  Maintenance of general filing of all official documents ensuring safekeeping of confidential materials. 

HR Support

• Monitor leave records of staff and daily update of Staff attendance monitoring sheet;
• Facilitate settlement of new staff and that of outgoing staff;
• Support in recruitment process including preparation/advertisement of Vacancy Announcement;
• Prepare inventory of job applications/Curriculum Vitae and preliminary short-listing/evaluation, dispatch the interview cards, arrange appointments;

Vehicle Management

• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Monitoring and verification of daily usage log and fuel consumption, update and maintenance of vehicle history report;
• Fleet management or vehicles movement management (handling requests).

Support in Procurement

• Support in procurement processes such as: preparation of solicitation documents, receipt of bids and comparative statement etc.;
• Prepare contracts and keep regular contact with service providers for monitoring of their contracts' terms at administrative level;
• Ensure regular update of the database of contract documentation, terms of references, list of suppliers of goods and services;
• Ensure proper filing of all procurement related documentation.

Long Description

Travel Management

• Assist to submit travel plan/request, hotel/ticket reservations, prepare travel orders, security clearances, airport access etc.;
• Support in processing requests for visas and other travel arrangements and requirements;
• Review of travel claims and supporting documentation for completeness, accuracy, reasonableness, validity and conformity with travel rules;
• Update concerned entities, plus mission transport staff about arrival/departure information.

Other Logistics Support

• Provide logistic/administrative support to conferences, seminars, workshops, meetings, etc. as and when required;
• Organization of shipments, customs clearance arrangements and preparation of all necessary documentation, implementation of follow-up actions;
• Support to verify stock registers and items time to time.

03. Provide support to office maintenance and assets management:

• Manage day to day premises' maintenance work (electric, plumbing and carpentry etc.);
• Maintenance of records on assets management, preparation of various reports;
• Maintenance of files and records relevant to office maintenance;
• Support to maintenance of common premises and common services;
• Maintain of files and records relevant to Telephone/WASA/Gas/Electric bills.

04. Support to knowledge building and knowledge sharing:

• Participation in the training for the operations/project staff on administration;
• Sound contributions to knowledge networks and communities of practice.
• Perform other duties as and when necessary as directed by the Head of Office/Supervisor.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education:

• Minimum Bachelor degree in Business Administration, Finance, Economics, ICT or any other relevant discipline from any reputed and recognized university.

Experience:

• Minimum 03 (three) years of progressively responsible logistical/administrative/ICT/ finance related experience at any reputed international or national organizations is required.

Language Requirements:

• Excellent written, oral and listening skills in English.

DESIRABLE QUALIFICATIONS

Candidates having experienced in IT Services may be given preference for this position.

SELECTION AND RECRUITMENT PROCESS

Footer