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Administrative Assistant |
UNDP ALBANIA |
16 November 2009; 17:00 hrs |
Tirana, Albania |
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Pershkrimi |
Job Description: http://undp.org.al
Background:
Art Gold 2 Albania program is part of UNDP ART Initiative (ARTiculation of territorial and thematic networks of human development cooperation), which is intended to promote national co-operation framework programmes for governance and local development.
UNDP Art Gold 2 Albania will support the Albanian Government in implementing its national policies and strategies to achieve the Millennium Development Goals (MDG) through a territorial approach, in particular at the level of Regional and Municipal administrations, in accordance with the Strategy for Decentralization and Local Governance, the Regional Development Cross-Cutting Strategy as well as other thematic national development policies and strategies, in particular those of Ministries of Health, of Education and of Environment. To achieve this goal, UNDP Art Gold 2 Albania intends to promote and encourage the participation of different local, national and international actors, creating and supporting innovative partnerships within a global system of cooperation.
In line with the overall ART approach, the program will act at local, national and international levels.
The project will operate in two Albanian regions, namely Shkodra and Vlora, with a coordination office in Tirana.
Scope of the assignment
Under the overall supervision of Project Chief Technical Advisor (CTA) and direct supervision of the National Programme Officer, the Administrative Assistant will administer and execute processes and transactions ensuring high quality and accuracy of work. He/She will work in close collaboration with the UNDP CO to exchange information and ensure consistent service delivery. He/She will be responsible for project operational support in the areas of Human Resources Administration and Procurement & Office Management. The Administrative Assistant will be responsible for the following tasks
Human Resources Administration:
* Facilitate the staff recruitment process including vacancy advertisement, short-list preparation, arrangement of interviews and finalization of the recruitment documents including the preparation of request for contract.
* Liaise with UNDP CO for the management of personnel contracts such as submission of requests for new contracts, extension, termination, modifications of existing contracts and follow up for PO approval.
* Monitor and keep record of leave and attendance of project staff. Prepare attendance sheets and leave requests.
* Prepare travel authorizations for project staff -and process travel settlements.
* Calculate monthly payroll and initiate monthly salary payments for all local staff.
* Maintain accurate personnel records and filing system.
Procurement & Office Management:
* Prepare procurement plan for CTA and UNDP CO approval. Initiate procurement actions in consultation with UNDP CO in accordance with procurement plan and UNDP rules and regulations. Assist with the preparation of bidding documentation and process including RFP/RFQ. Monitor and enter procurement data in ATLAS.
* Prepare proper documentation for purchase of goods in adherence with UNDP rules and regulations, and enter the requisitions in ATLAS;
* Be responsible for procurement of office supplies ensuring that sufficient stock is available for smooth office operations. Maintain accurate record of their inventory and use;
* Maintain accurate and up to date inventory reports with information on the status and location of all inventory items. Ensure that all items are properly catalogued and labeled. Ensure that hand-over reports accurately reflect the location and status. Prepare proper hand-over certificates and insure that the information is entered accordingly in ATLAS.
* Ensure that the office premises meet the needs of the project and are appropriately equipped, all equipment is maintained in good order and office premises are clean and in good order;
* Maintain a repair and maintenance system for all ART/Gold project equipment and furniture; Supervise daily vehicle care and maintenance of project vehicles and generators.
* Provide general supervision of drivers and cleaning lady;
* Manage the movements of ART/GOLD equipment and furniture into and within the country by facilitating custom procedures and arranging transportation;
* Support other technical aspects of project implementation such as provide logistic services for missions and study tours, assistance in organizing workshops, training events and meetings;
* Maintain office filing system in accordance with UNDO CO filing policy.
Education and Skills
* University Degree in the field of Finance / Administration or other relevant degree (other advanced education will be appreciated);
* Ability to use sound judgment and personal initiative;
* Demonstrated ability to work independently according to established guidelines;
* Excellent knowledge of Microsoft Word Processing and Excel programs;
* Very good knowledge of written and spoken English.
Experience
* At least 5 (five) years of work experience in administration field;
* Previous working experience with development organization is highly desirable;
* Prior UN experience is an asset.
Interested and qualified candidates should submit the letter of interest, their updated CV and copies of supporting documents including letters of reference, to the following address:
Human Resources Unit
UNDP Office,
ABA Business Centre, Rruga Papa Gjon Pali II,
6th floor; Tirana, Albania
Tel: 2400 721/2/3/4
Or via e-mail: registry.al@undp.org
Please indicate on your envelope and on your cover letter the position you are applying for. Only short-listed candidates will be notified.
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