Administration Assistant at UNDP

Task description

Under the overall guidance of the Deputy Resident Representative (Operations) and direct supervision of Operations Manager, the UN Volunteer will undertake the following tasks :

• Act as liaison between UNDP and the Kenya Government departments, build and sustain cordial relationships with key officials in Government departments involved with the execution of immigration formalities, duty-free and tax exemption privileges according to the Host Country Agreement between UNDP and the Government of Kenya.
• Provide regular briefs to CO Operations teams on immigration formalities, duty free and tax exemption privileges and ensures that the information is continuously updated to guide staff in completing relevant host country forms governing various privileges and exemptions.
• Monitor status of documents submitted to government authorities to ensure efficient and timely provision of the following services.
• Ensure coordination of actions and strict adherence to service deadlines as requested.
• Keeps abreast of changes in administrative rules, regulations and procedures; provides interpretation.
• Maintain and ensure accuracy of the data stored in the electronic database and update the filing system, containing relevant information relating to staff/dependants, their entitlements and vehicles and ensure quick retrieval of required information.

Track the expiry dates of documents in conjunction with Operations teams so as to remind the relevant staff member to initiate action for renewal of the same in good time. 8. Perform other duties as requested by supervisor or management of the office. Furthermore, UN Volunteers are required to :

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day) ;
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country ;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities ;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. ;
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers ;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Eligibility criteria

Age: 18 - 26

Nationality

• Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

• 0 years of experience in Administration and Protocol management (demonstrated interest and/or experience up to 2 years) Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded

Area(s) of expertise

• Administration, Business management

Languages

• English, Level: Fluent, Required

Required education level

• Bachelor degree or equivalent in Management or other relevant fields Currently studying towards a degree in Management or other relevant fields.