Работа в Одессе

United Nations Development Programme (UNDP) Country Office in Ukraine is seeking a qualified professional to fill in a position of Administrative Assistant [Assets Management] for its project “European Union Border Assistance Mission to Moldova and Ukraine”

TERMS OF REFERENCE

Project Title: EU Border Assistance Mission to Moldova and Ukraine
Post Title: Administrative Assistant [Assets Management]
Contract type: Service Contract
Expected EOD: as soon as possible
Duty Station: Odessa, Ukraine
Work schedule: Fulltime

Duties and responsibilities
Under direct supervision of the Procurement, Contracts and Logistics Officer the incumbent (a) supports overall management and control of expendable and non-expendable project assets and (b) provides travel related services by means of discharging the following functions:

• Ensures full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDP rules, policies and strategies and that inventory procedures are complied with at all EUBAM offices;
• Provides inputs to the EUBAM administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Is responsible for receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to end users;
• Tags all furniture/equipment upon receipt from the supplier. Updates non-expendable property inventory record and tracks movement of furniture piece;
• Enters records in the asset control database;
• Supports Procurement, Contracting and Logistics Officer in managing physical assets disposal; reviews assets and provides recommendations for physical assets for disposal;
• Contributes to documentation preparation for submission to CAP concerning disposal and/or transfer cases; oversees disposal of items and accuracy of inventory data;
• Conducts annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensures that Heads of Field Offices sign off on the physical count and correctness of the inventory system database;
• Prepares inventory update in Atlas and ensures their timely submission to the UNDP Country Office;
• Is responsible for assets management in Atlas ensuring inventory records are up to date and accurate;
• Provides travel related services to the project personnel;
• Follows up with contracted travel agent to ensure provision of high quality professional service and most competitive price;
• Processes requests for purchasing tickets for the project personnel, consultants and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Makes hotel reservations for visiting officials;
• Coordinates airport pick-ups and support to expediting of customs and immigration procedures, as necessary;
• Substitutes for Logistics Assistant during his/her absence.

Basic requirements for the incumbent:
• University degree preferably in business or public administration;
• At least 5 years of relevant experience in administration or programme support service preferably in the international environment;
• Knowledge of the Ukrainian and international laws and local commercial procedures;
• Excellent knowledge of English, Russian and Ukrainian languages;
• Proficiency in usage of computers and office software packages (MS Word, Excel, etc.);
• Experience with technical assistance projects is an asset;
• Valid driving license is required;
• Understanding of the policies and procedures relating to assets management;
• Ability to maintain control systems for assets, materials, services and claims;
• Ability to administer and execute administrative processes and transactions;
• Ability to extract, interpret, analyze data and resolve operational problems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Ability to work in team; Energetic optimistic approach to all possible problems
• Ability to work under continuous pressure and meet deadlines;
• Strong computer skills are mandatory.

Interested applicants should submit CV in English language with the reference to this position to e-mail address: [email protected].

The closing date for applications is 7 June 2008. No telephone inquiries will be entertained. Only short-listed candidates will be contacted.
Please, indicate Administrative Assistant [Assets Management] for in the Subject line of your message. Please also mention the minimal salary level expected in your cover letter/CV.
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Qualified women are strongly encouraged to apply.

THIS POST IS OPEN FOR UKRAINIAN NATIONALS ONLY