Administrative Associate

North Atlantic Treaty Organization

JOB DESCRIPTION

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the Project administrative business processes mapping and implementation of the intimal. standard operating procedures (SOPs).
  • Provision of inputs to preparation of administrative team results-oriented workplan

2. Ensures effective and efficient functioning of the Programme Management Unit focusing on achievement of the following results:

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  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  • Compilation and preparation of briefing and presentation materials, speeches; background information and documentation for meetings and missions.
  • Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

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  • Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
  • Performance of a Buyer role in Atlas and preparation of POs for travel activities.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation Preparation of POS.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  • Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
  • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources
  • Research and retrieval of statistical data from internal and external sources; re oration of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Assistance in the preparation of budget, provision of information for audit.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

  • Maintenance of records on assets management, preparation of reports;
  • Maintenance of files and records relevant to office maintenance;
  • Provision of support to maintenance of common premises and common service.

5. Support knowledge building and knowledge sharing in the Project, focusing on achievement of the following results:

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  • Participation in the training for the operations/projects staff on administration;
  • Sound contributions to knowledge networks and communities of practice.


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