Administrative Assistant

The Administrative Assistant for the Termez Outpost is responsible for communications, operational and secretarial support services to enhance team workflow, and provides reliable and safe driving services. The role requires professionalism, discretion, integrity, and compliance with local driving rules, supporting the smooth running of the team.

Responsibilities

• Facilitates communications and workflow of Termez Hub to enhance efficiency and timeliness of operations and outputs.
• Establishes and maintains office filing and reference systems and ensures inter/intra-net websites are up-to-date and accurate.
• Maintains office calendar, arranges meetings, takes minutes, and organizes correspondence.
• Maintains and updates a system monitoring staff absence.
• Supports capacity development activities and conferences by making logistical arrangements with facilitators, caterers, and hosts.
• Arranges meeting times liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to work group commitments.
• Provides travel assistance to staff for travel arrangements and entitlements based on organizational rules and policies.
• Liaises with travel focal points to ensure best service and price for travel.
• Briefs/de-briefs staff on administrative matters such as visas, security clearance, and documentation procedures.
• Assists in preparation of budgets on travel costs and maintains travel plan and budgetary control records.
• Monitors travel certification and reports back to the team.
• Provides input on logistics including advising on infrastructure constraints such as customs clearance, port capacity, transport options, and warehousing capacity.
• Keeps track of demurrages and detention charges and negotiates waivers when required.
• Responsible for collecting invoices and filing documents for approval and processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.
• Undertakes receipt of consignments and dispatch of supplies.
• Supports management of administrative supplies, office equipment, and updates inventory of items.
• Monitors and supervises adequate and appropriate use of supplies and ensures services and maintenance of premises meet organizational standards.
• Arranges purchase and timely distribution of office supplies.
• Provides reliable and safe driving services for staff and officials.
• Drives office vehicles for transport of UN staff, officials, visitors, and delivery and collection of mail, documents, and other items.
• Meets official personnel and visitors at the airport and assists with basic visa and customs formalities when required.
• Maintains assigned vehicle and documentation of vehicle related information.
• Ensures vehicle is kept in good running condition through minor repairs, arranging major repairs, timely oil changes, and checks of tires, brakes, water levels, and car washing.
• Ensures availability of all required documents and supplies including vehicle insurance, registration, logs, office directory, map, first aid kit, and spare parts; keeps track of insurance and other formalities.

Requirements

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work along with a valid driver’s license and knowledge of local driving rules and regulations.
• A minimum of 4 years of relevant administrative or clerical work experience including two years of work experience as a driver with a safe driving record is required.
• Proficiency in MS Word, Excel, PowerPoint, SharePoint, administrative policies, planning, organizing, teamwork, information systems, prioritizing, confidentiality.
• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is desirable.
• Courses in administration or trainings in logistics are considered as assets.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is desirable.

Skills

• Administrative Support
• Clerical Work
• Safe Driving
• Driving License
• MS Word
• Excel
• Power Point
• SharePoint Development
• Administrative Policies
• Planning
• Organizing
• Computer Information Systems
• Prioritization
• Patient Confidentiality
• Logistics Management
• Operational Support
• Secretarial Support
• Teamwork

Languages

English