Operations and Administrative Assistant

Sarajevo

Organization: UNDP - United Nations Development Programme
Location: Sarajevo
Grade: Administrative support - NPSA-5, National Personnel Services Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: 2024-12-27

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

In Bosnia and Herzegovina (BIH), in line with its 2021-2025 Country Programme, UNDP focuses on sustainable and inclusive growth, people-centered governance and social cohesion. UNDP is fully committed to support BIH with regards to its Agenda 2030 commitments as well as the European Union (EU) accession process. The UNDP Country Programme Document for BiH outcomes correspond to three outcomes of the UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025 (outcome 1 on resilient, sustainable and inclusive growth, outcome 4 on accountable and transparent governance systems, and outcome 5 on social cohesion and trust).

The Operations and Administrative Assistant will work under the overall supervision of Head of Operations/Assistant Resident Representative and direct supervision of Head of Admin Unit. The Operations and Administrative Assistant provides support to office operations, including fleet management, and performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations and Administrative Assistant promotes a client, quality and results-oriented approach.

The Operations and Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensure Driver’s and Vehicles’ Pool Administration

Administration of Drivers’ and Vehicles’ fleet management system in compliance with UNDP policies and BiH legal requirements including assignment of drivers and vehicles while continuously improving fleets efficiency and effectiveness;
Reviews, certifies and maintains accurate records of drivers’/vehicle usage and costs, maintenance, fuel consumption, toll costs and vehicle accidents costs;
Monitors available tracking systems and compare with logs;
Timely arrangements of maintenance, registration process, seasonal tire changes;.
Providing inputs for CO plans for vehicles’ fleet management (adequate number of roster drivers; procurement of tires, spare parts and necessities; sale/write off) based on the annual use and other factors;
Correspondence with vendors, participation in evaluation of received offers.

2. Provide Administrative and Logistics Support

Support to Common Premises & Common Services (CP&CS) management through:
- Keeping updated records on office space occupied by the agencies and UNDP projects/programmes;
- Preparing information on office space/staff occupancy by Agency each month.
Maintains list of furniture/small items and support managing UNDP assets;
Supports collection of information for administrative surveys;
Manages office supplies orders for CO Operations Unit;
Preparation of routine correspondence, memoranda and reports in accordance with CO Standard Operations Procedure (SOP);
Maintaining respective filing systems, ensuring safekeeping of confidential materials.

3. Provide Administrative Support to Head of Operations/ARR

Administrative support to Head of Operations/Assistant Resident Representative in relation to the work of Operations Management Team (OMT) and Business Operations Strategy (BOS).

4. Support knowledge building and sharing in the Country Office.

Help organize and participate in training for the operations/projects staff on administration.
Provide sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will work under direct supervision of the Head of Admin Unit and overall supervision of Head of Operations/Assistant Resident Representative.

Competencies

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think 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 feedback
Adapt 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, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Business Direction & Strategy	Business Acumen	Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks. Knowledge and understanding of the operational frameworks in the organization.
Business Management	Communication	Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Administration & Operations	Travel contract management	Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.
Administration & Operations	Travel policy and procedures	Knowledge 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 & Operations	Vehicle management	Knowledge of policy & procedures on fleet management;

Required Skills and Experience

Education:

Secondary Education is required. A first-level university degree (bachelor’s degree) in Business or Public Administration field will be given due consideration, but it is not a requirement.
Certification in administration is desirable

Experience:

Minimum five (5) (with secondary education) or two (2) years (with Bachelor’s degree ) of relevant administrative or project support experience is required at the national or international level;
Experience in the usage of computers and office software packages (Microsoft Office package, etc.);
Demonstrated experience in displaying cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Demonstrated experience in treating all people fairly without favoritism;
Demonstrated experience in identifying discrimination, address it, and maintain an enabling working environment based on fairness, respect and freedom from any forms of harassment and abuse;
Demonstrated experience in applying gender sensitive language in every day work;
Experience in reporting to internal and external clients in a timely and appropriate fashion;
Experience in web- based management systems would be an asset;
Previous experience in logistics, fleet management or similar activities;
Experience in preparation of data reports;
Experience in common premises and asset management;
Experience in collection of data for administrative and market surveys.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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