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1. Organization Description 

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).

The GOUNH in Hanoi is housing 16 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.

The Administrative Assistant is a member of the CBO team and under the overall guidance of the GOUNH CBO Manager and the direct supervision of the Common Services Associate, he/she shall provide reliable administrative and financial support services within the GOUNH Common Back Office (CBO).

UNDP/CBO adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP/CBO personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

2. Scope of Work 

The Administrative Assistant shall demonstrate a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds, ensuring consistency and timeliness of delivery.

Summary of key function 

1). Support consumables management and procurement processes to meet operational needs, focusing on achievements of the following results:

  • Support consumables management and procurement processes under CBO delegation, including support to operations-related procurement services covering (i) Procurement planning/strategy; (ii) Market analysis, Requests for Information and Expressions of Interest; (iii) Assistance to sections in the development of ToR/SoW and bid evaluation criteria; (iv) Supply requisition; (v) Request for Proposal; (vi) Invitation to bid; (vii) Small value purchase; (viii) Proposal/bid evaluation; (ix) Getting quotes for Events through the approved Long term Agreement (LTA) and (x) Bid approval process (involving Committee if needed);
  • Provide support in procurement planning process, drafting/establishing the services/goods requirement and TORs;
  • Do market research, obtain quotations, prepare forms for procurement process as required by UNDP rules and regulations;
  • Be responsible for preparing payment submission in line with UNDP rules and regulations;
  • Manage the consumables status including procurement planning, ordering and storage, distribution and consumption record;
  • Keep track and prepare recurring request for requisition for contracting services, create vendors and buyer profiles; develop and update rosters of suppliers;
  • Provide support in implementing supplier selection and evaluation

2). Support registry and asset management

  • Assist with registry demands processing and asset management tasks as required. 
  • Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., provision of input and conversion of data entered into the system, maintenance of system, and corrective actions taken).

3). Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:

  • Perform general administrative or specialized tasks; keep and update internal documents, administrative directories and control templates; 
  • Assist senior staff in office management. Arrange for and attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures (SOP) and practices;
  • Draft routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;
  • When required support with travel arrangements, ensuring compliance with corporate travel guidelines and prepare travel documentation as required;
  • Ensure maintenance of physical and online registry system focusing on maintenance of the office filing system relating to a variety of topics for information and references, maintenance of archives, maintenance of records relevant to office assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff and clients; 
  • Provide support when required in the GOUNH Desk Management, billing and invoicing to ensure timely processing;
  • Provide support with management of building keys, shared lockers, and storage rooms;
  • Assist in and provide inputs to the preparation and monitoring of the unit budget and other administrative reports, correspondence;
  • Assist in reviewing, verifying, and reconciling a variety of data and reports for CBO’s logistic activities and services, ensuring accuracy and conformance with UNDP rules and regulations.

4). Support knowledge building and sharing

  • Provide guidance and inputs to the clients on related processes;
  • Provide sound contributions to knowledge networks and communities of practice.

5). The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the CBO.

3. Institutional Arrangement

Under the overall guidance and supervision of the Common Services Associate, the Administrative Assistant works in close collaboration with the CBO team, UNDP as CBO’s hosting agency and provider of legal framework for the CBO to function and other UN agencies staff to exchange information and ensure consistent service delivery.

An Organigram is attached as an Annex to show the position of this function within the office and unit structure.

4. Competencies

Core Competencies Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink 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 feedbackAdapt 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, confidentEngage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

  • Cross-Functional & Technical Competencies Thematic AreaNameDefinitionBusiness 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 fulfil and understand the real customers' needs. 
  • Provide inputs to the development of customer service strategy. 
  • Look for ways to add value beyond clients' immediate requests. 
  • Ability to anticipate client's upcoming needs and concerns.
  • Business ManagementResource ManagementAbility to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
  • Business ManagementOperations ManagementAbility to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
  • Knowledge of relevant concepts and mechanisms

Administration & Operations Inventory 

Management

  • Ability to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold.
  • Administration & OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archiving
  • Administration & OperationsTravel policy and proceduresKnowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
  • Administration & OperationsEvents management (including retreats, trainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

5. Minimum Qualifications 

  • Min. Education requirementsSecondary education is required. 
  • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
  • Certifications in Administration and Procurement are desirable.
  • Min. years of relevant work experience Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration, procurement, or programme support services.
  • Required skills Database management and basic analytical skills are required.
  • Experience in the use of computers, office software packages (MS Word, Excel, etc.)
  • Desired skills in addition to the competencies covered in the Competencies sectionExperience in financial management and reporting
  • Experience in organization of workshops, training, meetings, site visits, etc.
  • Experience in procurement of goods and services for operational business/projects.
  • Knowledge of advanced excel and/or experience in the use of corporative ERP Administrative/Finance software is an advantage.
  • Required Language(s) Fluency in English and Vietnamese
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Confirmed 18 hours ago. Posted a day ago.

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