Logistics and Administrative Assistant

  • Contract
  • Serbia

United Nations Development Programme (UNDP)



United Nations Development Programme (UNDP)

Logistics and Administrative Assistant

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Project shall support the Ministry of Construction, Transport and Infrastructure (MCTI) to strengthen administrative capacity and at the same time support the MCTI in their work with other relevant state institutions and state-owned companies to plan for and deliver construction and infrastructure investment projects of strategic importance by further enhancing MCTI`s policy planning, project development and other relevant capacities.

The Project will address increasing capacities of MCTI to deliver large strategic investment projects in construction, transport and infrastructure areas that are managed in well-coordinated, transparent, efficient and quality manner. In order to assist Ministry to efficiently use the available funds, implement properly and effectively all necessary reforms, continue fulfilling successfully the requirements of the EU accession process, there is a need to establish the Project Implementation Unit (PIU).

Duties and Responsibilities
Provide logistic and administrative assistance in Project implementation:

Provide administrative and operational support to the Project Manager and the team members,
Provide clerical services to the Project Manager,
Provide administrative and logistical support in preparation of meeting, workshops, seminars, conferences and other events including preparation of training materials, performing relevant administrative functions and taking minutes of such gatherings.
Manage logistics expenses,
Ensure smooth functioning of the office and team, by preparing/printing meeting material, disseminating key information in consultation with the Project Manager;
Translate and edit project materials – reports, meeting minutes, analysis, deliverables produced by the expert team.
Maintain files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents.
Assist team members, experts and consultants on travel and logistics matters
Provide support in coordinating project activities and the team:

Support the day-to-day implementation of project activities
Maintain communication with various stakeholders, project partners, vendors
Taking minutes/preparing reports on all meetings with the project beneficiary and relevant stakeholders,
Keep track on the timeline and status of all activities and outputs of the members of the expert team, and report to the Project Manager
Liaise with the Project Manager and other team members,
Registering and tracking all incoming and outgoing correspondence (mail and other written correspondence, etc.)
Support organization and coordination of meetings, training sessions, workshops, conferences and project events and prepare reports and meeting minutes, as required
Performing other duties as required by the Project Manager, in relation to logistic and administrative support.
Institutional Arrangement

The Logistics and Administrative Assistant will work under the guidance and direct supervision of the Project Manager in the implementation of activities.

 

Competencies
Core Competencies

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

Business Development – Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
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
Digital & Innovation – Tech literacy: Ability to apply new digital tools or adapting their original use to create new insights, fresh perspectives or develop solutions. Understand the potential as well as the limitations of certain technological developments; being able to identify how technology can add value when it’s used as a “”means to an end””.
Administration & Operations – Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations – Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

 

Required Skills and Experience

Education:
Secondary education.
Bachelor’s degree in public administration, economics or business administration or related field would be desirable, but it is not a requirement.
Experience:
4 years of relevant experience in administrative project and/or office work.
Alternatively, if in possession of Bachelor’s degree, one (1) year of relevant work experience would be required.
Required skill:

Good organizational and time management skills.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Demonstrates integrity by modeling ethical standards.
Focuses on impact and result for the client and responds positively to critical feedback.
Consistently approaches work with energy and a positive, constructive attitude.
Builds strong relationships with clients and external actors.
Excellent information technology skills, including word processing, database applications, presentation software, and internet.
Desired skills in addition to the competencies covered in the Competencies section:
Previous experience in governmental, international or non-governmental settings would be an asset.
Experience in relations with different target groups and stakeholders – private sector, public sector, civil society.
Excellent understanding of office management and administrative procedures.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
Required Language(s) (at working level):

Excellent knowledge of written and spoken Serbian
Working knowledge of English.
Travel

The position is based in Duty Station. In case of unforeseen travel, required by the Project needs, the travel related costs shall be reimbursed accordingly.

Note:

Short-listed candidates will be requested to provide, prior to the interview:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

 


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