Administrative Support Assistant

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life.

The Administration Unit is responsible for the effective and efficient management of office operations, ensuring a supportive environment for organizational functions. This includes facilities management, logistics coordination, procurement support, of-fice maintenance, and adherence to safety and sustainability standards. The unit collaborates with other in-house agencies within the UN House to optimize operational efficiency, streamline processes, and support the overall common administrative needs of the organization, including cafeteria management, facility management, and the management of common premises.

Under the direct supervision of Administrative Associate, the UN University Volunteer will undertake the following tasks:

The Administrative Support Assistant will be responsible for assisting the Common Services team with:
• Assist in routine inspections of building systems and facilities to ensure functionality and cleanliness.
• Assist in coordination and follow-up on scheduled and preventive maintenance tasks.
• Assistance in the supervision and documentation of ongoing and planned construction or renovation works, ensuring progress tracking, safety compliance, and quality control.
• Support in collaboration with vendors and third-party service providers for maintenance, cleaning, security, etc.
• Support in creation of standard formats for:
o Scheduled Maintenance Logs (tracking preventive and routine maintenance).
o Duty Sheets for Third-Party Facility Staff (daily/weekly task tracking).
• Supporting identification of areas for improvement in office facilities and building interiors, including layout, furniture, utilities, and aesthetic aspects.
• Support in documenting maintenance activities, reports, and suggestions for enhancements.
• Participating in facility audits, energy efficiency reviews, and sustainability initiatives.
• General administrative and facilities-related support tasks as assigned.

Furthermore, UN Volunteers are required to:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for in-stance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.