What are the duties of an administrative assistant?
Main tasks:
Coordinating and organizing the meetings of the direct manager and the meetings of the employees of the organizational unit, participating in these meetings, recording and documenting their minutes, and printing and distributing the minutes of the meetings of the direct manager to the other parties participating in the meeting.
Closing date: Monday, 22 January 2024
Job Identification : 15532
Locations : Doha, Qatar
Posting Date : 01/08/2024, 03:50 PM
Apply Before : 01/23/2024, 04:59 AM
Job Schedule : Full time
Agency : UNOCHA
Grade : G6
Vacancy Type : Fixed Term
Practice Area : Management
Bureau : Regional Bureau for Arab States
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience
Job Description
BACKGROUND
The Office for the Coordination of Humanitarian Affairs (OCHA) is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
Under the overall guidance of the HoO and the direct supervision of the Public-Private Partnerships Officer, the Administrative Associate assists in the overall management of administrative services, and administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach.
Key Duties and Accountabilities
Summary of Key Functions:
- Implementation of operational strategies
- Efficient administrative support
- Support to supply and assets management
- Support to administrative and financial control
- Support to common services
- Coordination of Registry and Receptionist functions
- Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on the achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
2. Ensures efficient administrative support, focusing on achievement of the following results:
- Organization and coordination of shipments and customs clearance
- Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
- Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of POs.
- Organization of workshops, conferences, retreats
- Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
- Support with protocol matters, registration of staff, coordination with the local authority on space, and other administrative matters.
- Supervision of cleaning services.
- Coordination of transportation services, regular vehicle maintenance, and insurance.
- Checking and certifying vehicle daily log and gas consumption, updating and maintaining vehicle history reports.
- Prompt reporting and investigation of cases of vehicle accidents, damage, loss, or theft of items; update and maintenance of vehicle history report.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.
- Drafts routine correspondence to respond to inquiries with respect to relevant administrative, financial audit, personnel matters, and other official communications.
What skills are required for an administrative assistant position?
Skills in using office and administrative programs such as: Microsoft Office – Google Workspace – Excel – PowerPoint.
Manage time efficiently.
Possess effective communication skills in writing and speaking.
The ability to distribute attention to more than one task at a time (multi-tasking).
fast learning.
