Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

  • Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
  • Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
  • Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
  • Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Under the overall guidance and supervision of the Administrative Associate and the Administrative Analyst respectively, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes in particular those related to Travel and Logistic ensuring high quality and accuracy of work.  The Administrative Assistant promotes a client, quality and results-oriented approach.

The 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.

Scope of Work 

Duties and Responsibilities

1. Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality:

  • Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies
  • Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
  • Provide inputs to preparation of administrative team results-oriented workplans. 

2. Provide appropriate and required administrative and logistical services to the Country Office

  • 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.

3. Ensures facilitation of knowledge building and knowledge sharing through:

  • 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 Administrative Assistant will report directly to the Administrative Associate (Travel and Logistics). The HR Assistant will work closely with the Administration team and engage with various stakeholders to ensure compliance and delivery of administrative and logistical services.

 

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 Management Operations Management
  • Ability 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
Business Management Customer Satisfaction/Client Management
  • Ability 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 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 

UN travel documents 
  • Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement 
Administration & Operations Vehicle management

  • Knowledge of policy and procedures on fleet management
Procurement Procurement Management

  • The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Min. Education requirements
  • Secondary education is required. OR
  • A university degree (bachelor´s degree) in Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
Min. years of relevant work experience 
  • Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant administration experience at the national or international level is required.
Required  skills 
  • Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP. 
Desired skills in addition to the competencies covered in the Competencies section
  • Prior relevant working experience with the UN/UNDP, an international organization or an international NGO.
  • Experience in handling of web-based management systems (Quantum).
  • Direct experience applying and ensuring compliance with UN/UNDP rules, regulations, policies, and procedures.
  • Practical experience with the full range of administrative tasks, including processing administrative  transactions, managing contracts, tracking positions, and handling staff entitlements and benefits.
Required Language(s) 
  • Fluency in English, and Arabic is required.
Professional Certificates
  • Specialized certification in Administration or Procurement is desirable

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.