Administrative Associate

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Job Description

Context

Under the overall guidance and supervision of the Project Manager – Representative in Iraq – ASYCUDA Programme, the Administrative Associate assists in the overall management of administrative services, performs document translations, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate works in close collaboration with the staff of the ASYCUDA Programme – UNCTAD – Representation in the Country- as well as the ASYCUDA Programme staff at the headquarters in Geneva, and other UN agencies staff to exchange information and ensure consistent service delivery.
The functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Assistants.

Task description

Ensures efficient administrative support, focusing on achievement of the following results:

Provide translation work for various documents.
Participate in the drafting and editing of documents and reports.
Organization and coordination of shipments and customs clearance.
Coordination of travel arrangements.
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Organization of workshops, conferences, retreats.
Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
Supervision of cleaning services.
Coordination of transportation services, regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports.
Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor.
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.

Coordination of common premises/services cost-recovery arrangements.
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.

Ensures proper common services focusing on achievement of the following result:

Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services.
Provision of reliable registry services.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff on the administrative procedures.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.

Requirements

Required experience

3 years of experience in administration or programme support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.

Languages