Background Information
Job title: Administrative Assistant
Level: GS5
Position Number: 00009259
Location: Yerevan,Armenia
Full/Part time: Full-Time
Fixed term/Temporary: Fixed Term
Rotational/Non-Rotational: Non-Rotational
Duration: One year (renewable)
The Administrative Assistant position is located in Armenia country office. Under the direct guidance and supervision of the Administrative and Finance Associate, and as a member of the operations team, the Administrative Assistant provides administrative and financial support to the UNFPA Armenia Country Office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.
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Organizational Setting
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
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Main Tasks & Responsibilities
- Handling travel arrangements for office personnel, including arrangement of visa, accommodation and transportation;
- Assisting Administrative and Finance Associate on procurement, administrative tasks related to the premises, daily office operations, and any required logistical support for newcomers;
- Handling office pouch, mailing system and customs clearances for shipments;
- Acting as Buyer in ATLAS to process Purchase Orders;
- Providing assistance in ensuring logistics for UNFPA organized office non-programme activities;
- Liaising with relevant MOFA departments and other state entities to obtain relevant clearances, accreditation, permissions and etc. in relation to CO premises and staff;
- Drives office vehicles for the transport of authorized personnel and for office-related errands when required
- Coordinating vehicle schedule. Arranging regular vehicle maintenance and insurance; Checking vehicle daily log and gas consumption for further verification by Admin-Finance Associate (G7);
- Acting as custodian for office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
- Assisting Administrative/Finance Associate in maintaining assets in Atlas, issuance of assets to staff, regular clean-up of Asset Dashboard;
- Translating and drafts letters, memos and other documents as well as provide oral translation as needed;
- Ensuring quality and completeness of filing of administrative documents;
- Acting as Alternate Petty Cash Custodian;
- Acting as an alternate Focal Point for Common premises and all premises related issues;
- Undertaking other tasks as may be assigned by his/her supervisor.
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Qualifications and Experience
Education:
- Completion of secondary school education required. First level University degree is desirable.
Knowledge and experince:
- 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 and Armenian is required. Working level of Russian language is highly desirable.
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Required Competencies
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing diversity in all its forms
- 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 Competencies:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organizing and multitasking
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Compensation and Benefits
This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary plus cost of living adjustment, housing allowance, home leave, health insurance and other benefits.
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Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other 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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For appying please visit here (Job Opening ID:29656)
