Apply for Operations and Administrative Assistant, Sarajevo, Bosnia and Herzegovina Job Vacancy | Position

Operations and Administrative Assistant

Sarajevo, Bosnia and Herzegovina

Job Info

Job Identification 22869

• Posting Date 12/13/2024, 12:19 PM
• Apply Before 12/27/2024, 12:18 PM
• Job Schedule Full time
• Locations Sarajevo, Bosnia and Herzegovina
• Agency UNDP
• Grade NPSA-5
• Vacancy Type National Personnel Service Agreement
• Practice Area Effectiveness
• Bureau Regional Bureau for Europe and the CIS
• Contract Duration 1 Year
• Education & Work Experience Bachelor’s Degree – 2 yr(s) expertise OR High School certificate- 5 yr(s) expertise
• Other Criteria Experience within the utilization of computer systems and workplace software program packages; Demonstrated expertise in displaying cultural, gender, faith
• Required Languages Fluency in English and native languages (Bosnian/Croatian/Serbian) is required.
• Vacancy Timeline 2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core ideas at UNDP: we worth variety as an expression of the multiplicity of countries and cultures the place we function, we foster inclusion as a manner of guaranteeing all personnel are empowered to contribute to our mission, and we guarantee fairness and equity in all our actions. Taking a ‘depart nobody behind’ method to our variety efforts means rising illustration of underserved populations. People who determine as belonging to marginalized or excluded populations are strongly inspired to apply. Learn extra about working at UNDP together with our values and inspiring tales.

UNDP doesn’t tolerate sexual exploitation and abuse, any form of harassment, together with sexual harassment, and discrimination. All chosen candidates will, due to this fact, endure rigorous reference and background checks.

In Bosnia and Herzegovina (BIH), according to its 2021-2025 Country Programme, UNDP focuses on sustainable and inclusive development, people-centered governance and social cohesion. UNDP is absolutely dedicated to help BIH with reference to its Agenda 2030 commitments in addition to the European Union (EU) accession course of. The UNDP Country Programme Document for BiH outcomes correspond to 3 outcomes of the UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025 (final result 1 on resilient, sustainable and inclusive development, final result 4 on accountable and clear governance programs, and final result 5 on social cohesion and belief).

The Operations and Administrative Assistant will work beneath the general supervision of Head of Operations/Assistant Resident Representative and direct supervision of Head of Admin Unit. The Operations and Administrative Assistant offers help to workplace operations, together with fleet administration, and performing a wide range of commonplace administrative processes guaranteeing prime quality and accuracy of labor. The Operations and Administrative Assistant promotes a consumer, high quality and results-oriented method.

The Operations and Administrative Assistant works in shut collaboration with the Operations, Programme and tasks workers within the CO and different UN companies workers to change info and guarantee constant service supply.

Duties and Responsibilities

Ensure Driver’s and Vehicles’ Pool Administration

• Administration of Drivers’ and Vehicles’ fleet administration system in compliance with UNDP insurance policies and BiH authorized necessities together with project of drivers and autos whereas repeatedly bettering fleets effectivity and effectiveness;
• Reviews, certifies and maintains correct information of drivers’/automobile utilization and prices, upkeep, gas consumption, toll prices and automobile accidents prices;
• Monitors accessible monitoring programs and examine with logs;

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• Timely preparations of upkeep, registration course of, seasonal tire modifications;.
• Providing inputs for CO plans for autos’ fleet administration (ample variety of roster drivers; procurement of tires, spare components and requirements; sale/write off) primarily based on the annual use and different elements;
• Correspondence with distributors, participation in analysis of acquired affords.

2. Provide Administrative and Logistics Support

Support to Common Premises & Common Services (CP&CS) administration by means of: Keeping up to date information on workplace house occupied by the companies and UNDP tasks/programmes;

Preparing info on workplace house/workers occupancy by Agency every month.

• Maintains record of furnishings/small gadgets and help managing UNDP property;
• Supports assortment of knowledge for administrative surveys;
• Manages workplace provides orders for CO Operations Unit;
• Preparation of routine correspondence, memoranda and stories in accordance with CO Standard Operations Procedure (SOP);
• Maintaining respective submitting programs, guaranteeing safekeeping of confidential supplies.

3. Provide Administrative Support to Head of Operations/ARR

Administrative help to Head of Operations/Assistant Resident Representative in relation to the work of Operations Management Team (OMT) and Business Operations Strategy (BOS).

4. Support data constructing and sharing within the Country Office.

Help arrange and take part in coaching for the operations/tasks workers on administration.

Provide sound contributions to data networks and communities of follow.

The incumbent performs different duties inside their useful profile as deemed needed for the environment friendly functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will work beneath direct supervision of the Head of Admin Unit and general supervision of Head of Operations/Assistant Resident Representative.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and screens personal work, pays consideration to particulars, delivers high quality work by deadline

Think Innovatively:

LEVEL 1: Open to inventive concepts/identified dangers, is pragmatic drawback solver, makes enhancements

Learn Continuously:

LEVEL 1: Open minded and curious, shares data, learns from errors, asks for suggestions

Adapt with Agility:

LEVEL 1: Adapts to alter, constructively handles ambiguity/uncertainty, is versatile

Act with Determination:

LEVEL 1: Shows drive and motivation, capable of ship calmly in face of adversity, assured

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding in direction of others, varieties optimistic relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect variations, conscious of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Business Direction & Strategy

Business Acumen

Ability to grasp and cope with a enterprise scenario in a fashion that’s prone to result in final result

Ability to make good judgments and fast selections inside such frameworks.

Knowledge and understanding of the operational frameworks within the group.

Business Management

Communication

Communicate in a transparent, concise and unambiguous method each by means of written and verbal communication; to tailor messages and select communication strategies relying on the viewers.

Ability to handle communications internally and externally, by means of media, social media and different applicable channels.

Administration & Operations

Travel contract administration

Knowledge of coverage and procedures associated to contract administration, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) supplier; UN airline settlement administration masking all main and rail suppliers; potential to barter airline reductions.

Administration & Operations

Travel coverage and procedures

Knowledge of journey coverage and procedures; potential to interpret journey coverage, the Staff Rules, administrative circulars and monetary laws and guidelines on travel-related issues.

Administration & Operations

Vehicle administration

Knowledge of coverage & procedures on fleet administration;

Required Skills and Experience

Education:

Secondary Education is required. A primary-level college diploma (bachelor’s diploma) in Business or Public Administration area will likely be given due consideration, however it’s not a requirement .

Certification in administration is fascinating

Experience:

Minimum 5 (5) (with secondary schooling) or two (2) years (with Bachelor’s diploma ) of related administrative or mission help expertise is required on the nationwide or worldwide degree;

• Experience within the utilization of computer systems and workplace software program packages (Microsoft Office bundle, and so on.);
• Demonstrated expertise in displaying cultural, gender, faith, race, nationality and age sensitivity and adaptability;
• Demonstrated expertise in treating all folks pretty with out favoritism;
• Demonstrated expertise in figuring out discrimination, deal with it, and preserve an enabling working atmosphere primarily based on equity, respect and freedom from any types of harassment and abuse;
• Demonstrated expertise in making use of gender delicate language in daily work;
• Experience in reporting to inner and exterior purchasers in a well timed and applicable style;
• Experience in web- primarily based administration programs can be an asset;
• Previous expertise in logistics, fleet administration or comparable actions;
• Experience in preparation of information stories;
• Experience in widespread premises and asset administration;
• Experience in assortment of information for administrative and market surveys.

Disclaimer

Applicant details about UNDP rosters

Note: UNDP reserves the precise to pick a number of candidates from this emptiness announcement. We can also retain functions and contemplate candidates making use of to this submit for different comparable positions with UNDP on the similar grade degree and with comparable job description, expertise and instructional necessities.

Non-discrimination

UNDP has a zero-tolerance coverage in direction of sexual exploitation and misconduct, sexual harassment, and abuse of authority. All chosen candidates will, due to this fact, endure rigorous reference and background checks, and will likely be anticipated to stick to those requirements and ideas.

UNDP is an equal alternative and inclusive employer that doesn’t discriminate primarily based on race, intercourse, gender id, faith, nationality, ethnic origin, sexual orientation, incapacity, being pregnant, age, language, social origin or different standing.

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