Office Assistant

United Nations Development Programme

Monrovia, Liberia

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Liberia Country Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands behind women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development.  In this regard, its programming in the Country is connected to five corporate priority areas: (1) women’s leadership and political participation; (2) enhancing women’s economic empowerment; (3) engaging women in all aspects of peace and security processes; (4) advancing women’s rights to live free from violence; and (5) Implementing gender responsive budgeting and governance. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality.

Under the overall guidance of the Operations Manager and the daily supervision of the Administration Assistant, the Office Assistant will support the organization and running of the daily administrative operations of the Country Office.

Duties and Responsibilities:

  • Managing filing system.
  • Handling pouch and parcels management
  • Ensure daily pouch collection from the entry gate
  • Recording information as needed.
  • Ensure protocol to visitors at the entry gates
  • Greeting clients and visitors in a professional manner.
  • Updating paperwork, maintaining documents and dispatching documents.
  • Coordinates distributions of assets to the end users according to their requests, code, record information on the asset custodian form and file
  • Ensure newspaper dispatch
  • Helping organize and maintain office common areas;
  • Ensure timely actions from Building facilities Management Unit
  • Ensure that internal issues related to office maintenance are reported to the Operations Manager;
  • Coordinate timely repairs of office equipment
  • Support Administrative Assistant in filing correspondence, office equipment and storeroom;
  • Prepare Procurement requests for office supplies and other related office
  • Performs and coordinates good receipt of assets, materials and, check the spec and signed delivery note and invoice
  • Help in organizing logistical and travel arrangements for staff and visitors.
  • Assisting in reviewing of vehicle log and preparing fuel report
  • preparing of F-10 reports
  • Assist staff to plan and execute logistical operations, including planning and coordinating meetings rooms and special seminars.
  • Prepare tea/coffee breaks for meetings;
  • Assist in binding and photocopying of documents;
  • Select and abstract pertinent material for supervisors’ review; identify complex or sensitive and confidential material for special treatment and attention by supervisors.
  • Participate in the organization and preparation of the official meetings and staff meetings;
  • Perform other administrative tasks as assigned by supervisor

Required Skills and Experience:

Education:

  • Completion of secondary education is required;

Experience:

  • At least 2 years of progressively responsible experience in administration;
  • clerical and filing experience is an asset.
  • Proven experience as a office assistant, or in another relevant administrative role

Language Requirements:

  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset;