The OSS unit carries out a wide range of activities that require adequate administrative support. Building management, travel, transport and vehicle management are areas that require proper record keeping and filling system. The Operations Assistant works in close collaboration with the Protocol Associate and reports directly to the OSS Manager. The Operations Assistant deals with all protocol matters and ensures that protocol requests and assignments are properly addressed. Under the guidance and overall supervision of the OSS Manager, the Operations Assistant further supports the OSS Unit administratively in all other matters and maintains internal records.

Protocol support: 1. Process incoming and outgoing protocol requests, manually or electronically. 2. Provides feedback and updates all clients on their protocol requirements. 3. Assist with the co-ordination of protocol administrative activities with other units. 4. Process, verify and register documentation relating to protocol activities such as visa applications, LP renewals, vehicle registration and passport registration. 5. Maintain and update manual and computerized filing and registration systems, and compile and prepare reports and documents relating to protocol activities. 6. Compile statistics and reports on activities within records services. 7. Classify code, cross-reference and store all protocol records. 8. Maintain indexes for classification systems for different types of protocol records. 9. Operate information retrieval systems and respond to requests for records. 10. Review files periodically to ensure they are complete and correctly classified. 11. Label files according to retention and disposal schedules and prepare files for disposal. 12. Sort material that is to be filed according to particular filing systems. 13. Retrieve data and information from files when requested. 14. Keep records of data and information filed and removed. Operations support: 1. Assist with the coordination and planning for office services, such as accommodation, relocations, equipment, supplies, forms, parking and maintenance. 2. Assist with the updating of cost sharing of services records. 3. Assist with the evaluation of the performance of contractors. 4. Assist with issuance and maintenance of office supplies to UNDP staff. 5. Assist with maintenance manual and computerized information filing systems. 6. Review files periodically to ensure they are complete and correctly classified. 7. Label OSS files according to retention and disposal schedules. 8. Carry out administrative activities associated with store keeping. 9. Maintain access lists for all OSS classified records. 10. Any other tasks as assigned by direct supervisor.

Corporate Competencies:  Demonstrates commitment to UNDP’s mission, vision and values.  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability  Strong Computer Skills  Basic database management planning essentials  Ability to communicate effectively, both orally and in writing. and team playing skills  Drive and motivation to deal with a wide range of tasks. Functional Competencies: Knowledge Management and Learning  Shares knowledge and experience  Develops substantive knowledge of one or more Practice Areas Development and Operational Effectiveness  Ability to perform a variety of specialized activities related to operations support services.  Ability to provide input to business processes re-engineering, implementation of new systems Leadership and Self-Management  Focuses on result for the client  Consistently approaches work with energy and a positive, constructive attitude  Demonstrates strong oral and written communication skills  Remains calm, in control and good humored even under pressure  Responds positively to critical feedback and differing points of view  Solicits feedback from staff about the impact of his/her own behavior Recruitment Qualifications Education: Completion of secondary school or college business or commercial courses is required. Experience: 3 to 5 years of progressively responsible clerical experience is. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of computer based record management systems. Language Requirements: Fluency English both written and spoken.

Only short-listed candidates will be contacted.
Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.