Administrative Assistant

Organizational Context

The United Nations Development Programme (UNDP) in Cameroon seeks an Administrative Assistant to support office operations under the guidance of the Operations Manager. This role is crucial for ensuring accuracy, timeliness, and reliability in administrative processes, including protocol services, operational facilitation, and inter-agency coordination. The position contributes to efficient service delivery and supports the Country Office's strategic goals through cross-functional collaboration.

Job Purpose

The Administrative Assistant provides high-quality support to UNDP Cameroon's office operations, ensuring the accuracy, timeliness, and reliability of administrative processes. This role is key in structuring and coordinating administrative workflows, including protocol services, operational facilitation, and inter-agency service provision, thereby enhancing efficiency and accountability. The position also facilitates effective interaction with national authorities and stakeholders, ensuring compliance with regulatory frameworks and supporting the smooth execution of operational activities. By promoting a client-oriented, quality-driven, and results-based approach, the Administrative Assistant works collaboratively with Operations, Programme, and project teams, as well as UN agencies, to ensure consistent, responsive, and efficient service delivery across the Country Office and supports integrated operations.

Responsibilities

Implement operational strategies in alignment with UN/UNDP rules, regulations, policies, and strategies, ensuring consistency and quality. Provide inputs to administrative business processes and SOPs, and support the improvement of protocol services and administrative facilitation. Strengthen traceability, accountability, and efficiency of administrative workflows, including inter-agency service provision. Support the preparation and implementation of results-oriented workplans. Provide support for effective administrative and financial control, including monitoring service requests, assisting with budget and audit information, and preparing administrative documentation. Optimize processes to enhance administrative efficiency, transparency, and performance. Deliver administrative and logistical services, including support for procurement, logistics, shipment, and customs clearance. Process service requests accurately and ensure compliance. Facilitate protocol services, including visas and official documentation, and coordinate administrative processes for exemptions. Maintain effective working relationships with national authorities and service providers. Coordinate and track inter-agency administrative service requests. Support vehicle-related administrative processes and monitor deadlines. Provide comprehensive support for meetings and missions. Contribute to knowledge building and sharing on administrative, protocol, and regulatory processes, and participate in inter-agency coordination platforms.

Work Experience

A minimum of 5 years of relevant professional experience is required with a high school diploma, or 2 years of experience with a bachelor's degree. Experience should be in administration and administrative support services, including logistics support, file tracking, fleet and asset management, reporting, and archiving. Experience with computers and office software packages (MS Word, Excel, etc.) is required.

Skills

Core Competencies: Achieve Results, Think Innovatively, Learn Continuously, Adapt with Agility, Act with Determination, Engage and Partner, Enable Diversity and Inclusion. Technical Competencies: Customer Satisfaction/Client Management, Operations Management, Administrative Coordination & Inter-agency Support, Vehicle Management, Documents and Records Management, UN Policy Knowledge (Ethics).

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