Administrative Assistant (Common Services)- NPSA 4

Over the past decades, Bangladesh has made remarkable human development progress despite frequent intensive and extensive disasters, the impact of climate change, and, more recently, the Rohingya refugee crisis. As one of the world’s fastest-growing economies, the country is an aspirant of LDC graduates and aims to become a developed nation by 2041. 

However, its development gains have not been distributed in an equitable way, resulting in widening inequality despite making good progress in women’s economic empowerment. Its economic reliance on foreign remittances and RMG have increasingly being exposed to the 4th Industrial Revolution and, more recently, COVID-19. While urbanization and industrialization continue to offer an economic dividend, they have a compound negative impact on ecosystem health. Besides, climate and disaster remain major fault-line in the economy and society. 

In addressing the challenges, the country was able to maintain a forward-facing policy environment. As a result, the reduction of poverty and inequality and becoming a resilient nation remain GoB’s top priorities. The country is also known for its accelerated implementation approach of Sustainable Development Goals (SDGs) through nationally driven policies and investments. 

In support of the country’s ambition, UNDP has been a strong partner of the government in co-designing policy solutions, capacity building, and promoting innovations. The expectation from UNDP to play an SDG integrator role is growing in the context of the post-UN reform.

This Job Description is designed to support a more integrated and collaborative way in supporting Bangladesh achieve sustainable development and sustainable peace. The Country Office has designed new ways of working that will facilitate more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development.

Under the direct supervision of the Head of General Admin & Logistics and overall guidance of Operations Manager, the Administrative Assistant provides reliable support to the general administrative task related to Common Services to all associated agencies and projects. This includes, registry and pouch services, general reception, budgetary and administrative support related to Common Service ensuring high quality and accuracy of work. The incumbent promotes a client, quality, and results-oriented approach.

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.

The incumbent shall carry out the duties given below to achieve the mission:

• Maintaining registry and pouch services with proper log of incoming and outgoing documents and pouches;
• Handling front-desk service and telephone communications services including land phone and mobile billing; 
• Budgetary and Administrative support related to all agency Common Service including Cost Recovery from projects and other UN agencies;
• Provide Administrative support services as necessary.
• Support to knowledge building and knowledge sharing;

Ensures maintaining registry and pouch services focusing on achievement of the following results:

• Proper log of incoming and outgoing documents and pouches. Registration and dispatch of the pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for;
• Maintenance of archives of letters and documents, making sure files are properly stored, registered and accessible; Provision of photocopies of material from the registry files, as requested by staff. Assistance in the collection of reference and background material from registry files;
• Establishing record keeping system of file routing within the office; 
• Preparation of reports related to registry activities;

Ensure handling front-desk service focusing on achievement of the following results:

• Proper handling of telephone communications services including land phone and mobile billing;
• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
• Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate;
• Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts;

Provide Administrative support services focusing on achievement of the following results :

• Provide necessary support for Hotel reservation, Travel, visa support and other logistics as necessary.  
• Provide necessary support for management of UN Gym and Creche at common premises.
• Ensure electronic filing, data maintenance and payment processing for Admin Services.
• Custodian for management of office stationery, stock maintaining, distribution and record keeping 
• Support Coordination among other agencies and projects for matters related to Common Premise support services.
• Cost recovery from projects and other UN agencies for the services rendered.

Ensures budgetary and administrative support related to Common Service focusing on achievement of the following results:

• Coordination among other agencies and projects for matters related to Common Premise support services;
• Cost recovery from projects and other UN agencies for the services rendered;
• Provision of information for proper prorating and billing of user agencies;

Support to Knowledge building and sharing:

• Develop a common database for retention of institutional knowledge and records;
• Maintain Telephone index and disseminate;
• Filing and Archiving of Registry related data;

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Impact of Results 

The key results have an impact on the cost-effective and efficient registry and reception service and timely execution of the Common Service support services.

Institutional Arrangement

The Admin Assistant will work under the direct supervision of the Head of Admin & Logistics and overall leadership of the Operations Manager.

• Experience in document management and electronic filing.
• Experience in the use of Office software packages, and in particular Word, Excel and PowerPoint.
   

• Experience in organizing events (meetings, workshops, etc.)
• Experience in engaging with stakeholders.
• Demonstrated experience with innovative problem-solving and organizational skills.
• Demonstrated strong client orientation and planning skills.
• Previous experience in similar positions and with similar roles will be an advantage. 
   

• Fluency in English and Bengali is required