Administrative Support Specialist
2 semanas atrás
Position Overview:
The Administrative Support Specialist plays a crucial role in delivering administrative and human resource assistance to the country office personnel and partners, ensuring the highest standards of quality, precision, and consistency in all tasks.
In this position, you will collaborate closely with the operations unit members to facilitate the organizational functions of the office, providing effective administrative and HR support.
You will report directly to the Operations Manager.
Impactful Contributions:
The United Nations Population Fund (UNFPA) is dedicated to fostering a world where every pregnancy is desired, every childbirth is safe, and every young person's potential is realized. Our strategic plan emphasizes three transformative goals: eliminating preventable maternal deaths, fulfilling unmet family planning needs, and eradicating gender-based violence and harmful practices. These objectives align with our commitment to accelerate progress towards the International Conference on Population and Development (ICPD) and the Sustainable Development Goals (SDGs) in the Decade of Action leading to 2030. UNFPA calls upon member states, organizations, and individuals to 'build forward better' while addressing the adverse effects of the Covid-19 pandemic on women's and girls' access to sexual and reproductive health and rights, recovering lost progress and achieving our objectives.
In a world where fundamental human rights are under threat, we seek principled and ethical staff who embody international norms and standards and who will defend them with conviction.
UNFPA is looking for candidates who can transform, inspire, and deliver impactful and sustainable results; we need individuals who are transparent, exceptional in managing entrusted resources, and committed to excellence in program outcomes.
Key Responsibilities:
Arrange travel for staff, both international and local, ensuring adherence to travel policy requirements, and maintain an updated travel database for monitoring purposes, including timely preparation of travel authorizations aligned with the office travel plan. Assist the Operations Manager in overseeing transportation functions, dispatching drivers, reviewing vehicle logs, monitoring vehicle movements, ensuring timely vehicle maintenance, and reconciling vehicle history records, while also managing fuel consumption and fuel coupon administration. Contribute to the efficient operation of the office by managing and maintaining office supplies and services, including keeping an accurate inventory of stationery and visibility items, and ensuring proper documentation for stock management. Support the management of office premises, including field offices, in accordance with established contracts and agreements, ensuring timely provision of cleaning and maintenance services, and maintaining up-to-date records and year-end certifications. Assist the Admin and Finance Associate in preparing materials and reports related to common system activities, including common services and premises, cost recovery, privileges and immunities, entitlements, salary surveys, and security matters.Human Resources Management:
Support the Operations Manager in HR operations, including recruitment, contract extensions, and the separation process for various personnel types in accordance with UNFPA policies. Aid the Operations Manager in promptly addressing HR-related inquiries from team members, coordinating with the HR Focal Point for assistance as necessary. Assist in the timely preparation and execution of personnel and individual contractor hiring plans. Support the Representative and Operations Manager in monitoring compliance with the Career and Performance Management (CPM) cycles. Facilitate staff learning and development by compiling training needs and priorities, maintaining accurate training records, following up on pending trainings, and organizing training sessions at the organizational level. Ensure accurate and confidential maintenance of personnel files. Perform additional administrative and HR-related tasks as assigned by the Operations Manager.Qualifications and Experience:
Education:
Completion of Secondary Level Education is required. A first-level university degree in Business Administration, Human Resource Management, or a related field is advantageous.
Knowledge and Experience:
A minimum of 5 years of relevant experience with secondary level education. Experience in human resource management, general administration, or office management is required. Experience in travel and fleet management is a plus. Ability to interpret and clearly explain administrative, finance, travel, and personnel regulations and procedures. Proficiency in Microsoft Office, computerized accounting systems, and ERPs. Previous experience with the UN is desirable. Strong report writing skills. Ability to plan, organize, multitask, work under tight deadlines, and pay attention to detail is essential.Languages:
Fluency in English, Sinhala, or Tamil is required.
Required Competencies:
Values:
Demonstrating integrity, Commitment to UNFPA and the UN system, Embracing cultural diversity, Adapting to change.Core Competencies:
Achieving results, Accountability, Developing and applying professional expertise, Analytical and strategic thinking, Teamwork and relationship management, Effective communication.Functional Competencies:
Supporting human resources management, Assisting in premises management, Managing data, information, and workflow, Handling documents, correspondence, and reports, Planning, organizing, and multitasking.Compensation and Benefits:
This position offers a competitive remuneration package, including a net salary, health insurance, and other applicable benefits.
UNFPA Work Environment:
UNFPA fosters a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. We are committed to achieving gender parity within the organization and encourage applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. UNFPA promotes equal opportunities in recruitment, training, compensation, and selection for all, regardless of personal characteristics and diversity dimensions. Diversity, Equity, and Inclusion are central to UNFPA's workforce.
Disclaimer:
Selection and appointment may be subject to background checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees related to the application or recruitment process and does not request information regarding applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their nationality, may be required to renounce such status upon appointment.
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