Avis de recrutement : PNUD recrute un Assistant administratif et financier à Freetown, Sierra Leone.

Avis de recrutement : PNUD recrute un Assistant administratif et financier à Freetown, Sierra Leone.

1. Ensure implementation of operational strategies, focusing on achievement of the following results:

• Maintenance of the supervisors’ calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and/or taking minutes.
• Maintenance of protocol procedures, ensuring a well-functioning office including managing all incoming correspondence, screening and sorting, ensuring proper review by the Team Lead.
• Preparation of high-quality briefing materials for supervisors for appointments, meetings, missions; uses discretion, and at times in consultation with the Team Lead and/or colleagues to resolve issues and to keep scheduling conflicts to a minimum.
• Preparation of informal translations from the local language to English or other language.
• Full compliance of administrative activities with UN/UNDP/UNCDF rules, regulations, policies, and strategies.
• Provision of inputs to the UNCDF administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures provision of effective communications support and efficient functioning of the UNCDF office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the Programme Unit, and with other units in the office, follow up on circulation files as appropriate.
• Manages the flow of visitors and telephone traffic ensuring that these are well planned and executed involving responding, directing and monitoring quality control in line with corporate operating standards.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisors’ offices and subordinate divisions.
• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.
• Manages the flow of electronic and paper mail effectively prioritized and managed including follow up on deadlines, actions and commitments covering a wide range of areas.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Arrangements of travel and hotel reservations and working with the respective UN Agencies/Units for the preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, and other stakeholder engagements.
• Assist with timely processing of staff DSA, travel reimbursement, monitoring submission of reports and payment.
• Arrangement of vehicle transportation for pick up and drop off for staff and consultants.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Assist in the recruitment and contracting of short-term consultants, interns, and other procurement services.
• Manage and monitor the timely receipt of partner reports.
• Maintain the office and programme Support teams shared drive so that information is updated and may be readily identified and accessed by the UNCDF team.
• Create information packages, letters of invitation relevant to upcoming events.
• Create and manage UNCDF Sierra Leone contact database.
• Represent the UNCDF Sierra Leone programme at meetings as and when advised and taking minutes/key points.
• Manage and monitor attendance and leave schedule/Reports.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.
• Assistance in the preparation of budget and provision of information for audit.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance.
• Provision of support to maintenance of common premises and common services.

5. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Liaises with relevant CO teams in ensuring that relevant documentation and briefings are available well in advance for review prior to meetings involving Team Lead;
• Participation in the training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice;
• Actively participates in the Organization of trainings to UN staff on coordination, administration, and protocol issues.

Secondary Education with specialized secretarial training and some Information Management training; University Degree or equivalent would be desirable, but it is not a requirement.