Administrative Assistant

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.  

The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization. 

Institutional Arrangement 

The Administrative Assistant   will work under the direct supervision of the Admin Analyst – Head of Admin Unit with matrix reporting to the CP Operations Specialist. 

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 (insert up to 7 competencies)  

Thematic Area 

Name 

Definition 

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 

Ability to 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 

Building, facilities & office space management 

Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate 

Business Management 

Digital Awareness and Literacy 

Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. 

Ethics  

UN Policy knowledge-ethics  

Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity.  

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 

Finance 

Budget management  

Ability to support budgetary aspects of work planning process, drawing and management of team budgets  

Minimum Qualifications of the Successful NPSA 

Min. Education requirements 

Secondary education is required. Or 

University Degree (Bachelor's degree)  in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. 

Certifications in Administration, Procurement, Facilities Management, Civil/Electrical/Mechanical Engineering, or a related technical field is highly desirable. 

Min. years of relevant work experience  

Minimum of 5 years (with high school diploma) or 2 years (with bachelor's degree) of relevant experience in administration or programme support services. 

Required  skills  

Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP. 

Desired skills in addition to the competencies covered in the Competencies section 

Relevant experience with UN/UNDP or an international organization is desirable. 

Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred. 

Experience in engaging with stakeholders is desired. 

Demonstrated knowledge of UN/UNDP Admin, operations and procurement process is desirable. 

Required Language(s)  

Fluency in English and Arabic languages is required. 

Knwoledge of Kurdish language is desired 

Professional Certificates 

Certifications in Administration and Procurement are 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.

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