Recruitment notice: Administrative Assistant

Administrative Assistant
Yaounde, Cameroon
Job Identification: 14645
Locations: Yaounde, Cameroon

Apply Before: 11/30/2023, 05:59 AM
Job Schedule: Full time
Agency: UN Office on Drugs & Crime
Grade: SB3
Vacancy Type: Service Contract Holders
Practice Area: Management
Bureau: Regional Bureau for Africa
Contract Duration
1 Year with Possibility for extension

Education & Work Experience
High School certificate
Other Criteria
Bachelor, in business administration or commerce, or human resources, or finance, or social sciences, or international relations
Required Languages
​​French
Desired Languages
​​English
Vacancy Timeline
2 Weeks
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Job Description
Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values ​​and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore undergo, rigorous reference and background checks.

Under the authority and supervision of the Coordinator of the UNODC CRIMJUST global program, the Administrative and Financial Assistant (AAF) provides assistance and administrative support to the UN project “Strengthening Responses judicial criminal matters to drug trafficking and related organized crime in the French-speaking countries of the Atlantic coast of West Africa.

The Project Assistant works collaboratively with operations, program, project and other partner staff to exchange information and ensure consistent, quality service delivery.

Position Purpose
 Provide support for the management of ongoing projects
 Support for administrative and logistical services
 Support for project maintenance and asset management
 Support for knowledge development and sharing
 Any other task assigned by the supervisor

1.) Ensure that you provide support for the management of ongoing project activities with a focus on achieving the following results:
• Contribute to the development of the work plan;
• Assist in organizing logistics, preparing the program and coordinating with stakeholders for the organization of workshops as needed;
• Assist in minutes for program/project meetings and in writing research reports as needed;
• Assist in the coordination of planned project events;
• Help write contributions for project reports.
2.) Ensure efficient administrative and logistical services with emphasis on achieving the following results:
• Contacts with visitors and project staff, organization of appointments and meetings as interpreter if necessary and/or taking notes;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Maintaining records/documents/files relating to the project in an efficient manner;
• Handle assigned correspondence and other administrative tasks, including creating electronic requests;
• Organization of travel and hotel reservations, preparation of travel authorizations, processing of visa applications, identity cards and other documents;
• Administrative support for conferences, workshops, retreats;
• Support to ensure compliance with participant clearance procedures in accordance with donor requirements;
• Transport arrangement, vehicle maintenance and insurance;
• Assistance in the proper control of supporting documents for payments and financial reports;
• Verification of related forms provided by partners before submitting them to the financial assistant for verification;
• Correct receipt of goods and services;
• Preparation of routine correspondence, faxes, memoranda and reports to partners;
• Extraction, entry, copying and classification of data from the various requested sources;
• Maintenance of an appropriate filing system for financial records that ensures the security of confidential documents;
• Assists in the organization, execution and coordination of logistical needs by establishing an events calendar, a program schedule and a checklist of successfully held events;
• Monitoring and management of office supplies, including maintaining stationery stock as required by staff and maintaining a log of distributed materials;
• Extraction of data from different sources;
• Monitoring of deadlines, commitments, actions carried out and coordination of the collection and submission of reports to the head of unit;
• Assistance in budget preparation, provision of information for the audit.
3.) Provide support for office maintenance and asset management with emphasis on achieving the following results:
• Serve as the focal point in monitoring asset management files;
• Management of files and folders relating to office maintenance;
• Support for the maintenance of common premises and services.
4.) Support knowledge building and sharing within the project with a focus on achieving the following results:
• Participation in training for program operations and staff;
• Solid contributions to knowledge networks and community practices;

Core Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidant
Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Thematic Area Name Definition
Ethics UN policy knowledge – ethics Ethics UN policy knowledge – ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Customer Satisfaction/Client ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
Results-based ManagementResults-based ManagementAbility to manage programs and projects Zith a focus at improved performance and demonstrable results
Communication Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

VI. Keywords
Client
Communication orientation
Confidentiality
Ethics and Integrity

Education
Secondary education (Baccalaureate).
Or
A Bachelor’s degree, in business administration or commerce, or human resources, or finance, or social sciences, or international relations and any other related field would be desirable. However, this is not a requirement.

Experience, Knowledge, and Skills

For candidates with a Baccalaureate, have a minimum of five (05) years of relevant professional experience in administrative management or program support service.
Or
Candidates holding a Bachelor’s degree must have a minimum experience of two (02) years.

• Proficiency in the use of computers and office software (Microsoft Word, Excel, etc.).
• Experience in managing web-based management systems (Atlas, Quantum, Umoja…)
• Having a good knowledge of the administrative and financial procedures of the United Nations system would be an asset;
• Professional experience in administrative and financial management within an International Organization/NGO is a major asset;
• Knowledge of the preparation and organization of workshops and seminars will be considered an asset
• Good knowledge of the field of administration, financial management and financial procurement procedures;
• Good knowledge of the field of administration, financial management and financial procurement procedures;
• For this position, perfect command of French is required. That is to say, oral and written proficiency is required. A good understanding of English is an important asset.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore undergo, rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Apply ONLY online via the form available at: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/14645