Administrative Assistant

This job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners. The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.

Through its portfolio, the CO has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

To ensure a smooth programme delivery and strengthening operational coherence across the organization, the Administrative Assistant will provide programme support and administrative services of the UNDP Rwanda deliverables, and operations. This includes programme support in data, financial management, and financial reporting support. She/he will promote a client-oriented approach, in the framework of UNDP policies, rules and regulations. In close collaboration with policy, programme, operations, and project teams in the UNOSSC, the Administrative Assistant will support in identifying and resolving bottlenecks, clarifying, and interpreting procedures, and escalates complex programme and administrative issues as needed. Likewise, s/he will facilitate training updating staff on emerging programme support/operational updates.

Under the direct supervision of the Operations Manager, the volunteer will undertake the following tasks:

Support to implementation of operational strategies, adapting processes and procedures:

 Full compliance with UN/UNDP rules, regulations, and policies of operational activities, record-ing/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented operations management system.
 Contribution to UNDP Rwanda business processes mapping and elaboration of the content of internal Standard Operating Procedures in operations areas.
 Support elaboration of proposals and implementation of cost saving and reduction strategies in consultations with BMS.
 Support internal Office management including work planning, info management, documenta-tion of SOPs etc and
 Backstop other Operations team members as required.

General operational and administrative support to the Operations Unit and revenue reporting requirements :
• Organizes and prepares agendas and minutes of OMT and other One UN Related working Groups
• Organizes and prepares agendas and minutes of unit meetings and tracks follow-up ac-tions.
• Coordinates and writes sections of briefing materials and reports for meetings and mis-sions for staff, including research work to prepare briefing materials as applicable.
• Monitors all travel-related payments as required.
• Provides administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events orga-nized by Unit;
• Provides inputs into the unit’s administrative business processes mapping and implemen-tation of the internal standard operating procedures (SOPs);
• Backstops procurement processes.
• Backstops unit members on programme management during absences and mission travel; and
• Serves as the Unit’s liaison person for all interactions with BMS on all programme and op-erational support.
• Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables, reports.


Ensure Effective Administrative and Logistical Support:
• Maintains administrative control records such as commitments and expenditures; confir-mation of availability of funds prior to review by supervisor; based on authorization.
• Maintains data integrity in the database and control programme; takes corrective actions when necessary.
• Coordinates projects/common services cost-recovery arrangements.
• Maintains proper control of supporting documents of funds and activities and information for the audit.
• Monitors updated schedule of renovation/cleaning/painting of office building scheduled and all office facilities hygienic and in smooth and in running conditions at all times.
• Monitors service delivery of outsourced areas and drafts proposal options for compound management to the optimum advantage of the organization.
• Supports OMT taskforces/working group activities, including drawing action plan and mon-itoring their activities.
• Provision of information for audit purposes.

Facilitate Knowledge Management
- Strengthen team performance through knowledge sharing,
- Participate in all relevant UNDP and external training and do summary report on lessons learned and best practices.
- Contribute to UNDP knowledge networks and communities of practice.