Administrative Assistant

2 weeks ago

Srinagar, Jammu and Kashmir, India United Nations Full time
The position is in the United Nations Military Observer Group in India and Pakistan(UNMOGIP).

Administrative Assistant performs the duties under the direct supervision of head of Mission Support Office-Srinagar and overall supervision of the Chief of General service.

Within delegated authority Administrative Assistant would be responsible for the following duties

Responsibilities:


Ensures effective and efficient functioning of the Srinagar office by maintaining contacts with visitors and staff,make arrangement of appointments and meetings including meeting room reservations,compiling and preparing briefing and presentation material,background information and documentation for meetings.

Supports the office with leave monitoring of cleaning staff by maintaining their leaves and absence records.
Order and receive periodic office supplies from Islamabad and maintain a proper inventory of stock for efficient stock management.
Issue supplies to staff in Srinagar and forward supplies to filed stations as and when required.
Create and maintain inventory of items in Srinagar and perform periodic physical inventory check in Srinagar.
Assist Head of Mission Support Office-Srinagar in making travel arrangements,Hotel reservations,ID cards and other documents as and when requested.
Provide Administrative support to conferences,workshops,retreats.
Assist in archiving and maintaining of filing system,ensuring safekeeping of confidential material and information.
Assist Head Of Mission Support Office-Srinagar in all administrative matters concerning overall operations in Srinagar.
Provide support by coordinating with various section chiefs at UNMOGIP HQ Islamabad on Administrative matters pertaining to operations.
Participate in relevant trainings for Administrative staff.
Reviews entitlements-related claims and reports that are submitted for monetization purposes by Indian Army.
Provides advice and guidance to staff related to Administrative procedures,processes and practices.
Liaise with stakeholders as and when necessary.
Monitors and evaluates the effectiveness of related guidelines,staff rules,practices and procedures,makes recommendations where necessary.
Drafts routine correspondence,maintains files of rules,regulations,administrative instructions and other related documentation.
Performs other duties as and when required.

Competencies
Professionalism

Planning and organizing:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Client orientation:

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view.

Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.

Job - Specific Qualification
Knowledge of Microsoft Office tools mainly Word, Excel is required.

Work Experience
A minimum of five years of experience in Administrative services is required.


Experience providing support in the areas of calendar management and in planning and arranging travel for field visits to operational settings is desirable.

Experience using Enterprise Resource Planning (ERP) tools e.g Umoja is desirable.

Experience within the United Nations Common system or comparable international organization is desirable

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required;Knowledge of another official United Nations language is an advantage.

United Nations Considerations


Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira.

For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the inspira account-holder homepage.

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