Administrative Assistant (Two Positions) - (Open to External Applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)  
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts 
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Office/Unit/Project Description    

The UNDP Iraq Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises (CP)Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates  

Under the guidance and direct  supervision of the Admin Analyst – Head of Admin Unit, with matrix reporting to the CP Operations Specialist, the Administrative Assistant demonstrates a client-oriented approach and ability to work with people of different national and cultural backgrounds. The incumbent works in close collaboration with the Programme and Operations Teams staff, and other UN agencies staff to exchange information and ensure consistent service delivery. 

Scope of Work  

1. Coordinate Facilities Operations  

Manage and oversee daily operations of UN facilities, including offices, accommodation compounds, and shared spaces. 

Supervise service delivery in cleaning, landscaping, waste disposal, utilities, and general maintenance, ensuring compliance with established standards. 

Coordinate timely response to emergency repairs and infrastructure-related issues, liaising with technical teams as required. 

Act as the primary liaison for staff on accommodation, workspace, and facilities-related services. 

Handle the scheduling and logistical arrangements for conference halls and meeting rooms. 

2. Provide appropriate and required administrative and logistical services to the CO and CP Unit. 

Serve as 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. 

Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs. Organize shipments and customs clearance arrangements. Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. Perform Buyer role in ERP. 

Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. When requested, collect information for DSA, travel agencies, and other administrative surveys. 

Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report. 

Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit. 

Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance. 

Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions. 

Maintain comprehensive and up-to-date records on facility usage, accommodation allocations, keys, lease agreements, vendor performance, and maintenance logs. 

3. Provide financial and procurement support 

Assist in the development of the section’s budget and ensure effective expenditure monitoring. 

Prepare monthly cost recovery statements for office space and accommodations in coordination with UN Agencies. 

Monitor vendor contracts for performance, ensuring timely renewals and service continuity. 

4. Support Project Implementation and Monitoring, Oversight of the Contractor and Service Provider  

Contribute to the planning and supervision of minor civil works, including refurbishments and facility upgrades. 

Collaborate with Engineering, Procurement, and Contract Management Units to define project specifications and review contractor bids. 

Track project progress, cost, and adherence to safety, security, and environmental regulations. 

Supervise all outsourced facility services to ensure contractual compliance and service quality. 

Conduct site inspections and service evaluations; initiate improvement measures or recommend penalties where necessary. 

Verify completion of work orders and certify invoices for timely vendor payments. 

5. Provide Client Service and facilitate knowledge sharing  

Deliver high-quality support to UN personnel residing in mission-provided accommodations or using shared services. 

Manage a centralized helpdesk or tracking system to address complaints, requests, and service issues promptly. 

Ensure timely resolution of personnel queries, escalating unresolved or urgent cases to the appropriate authority. 

Participate in training on internal procedures for the project  personnel and provide support to the organization of training and other capacity building activities as needed.