Administrative Assistant, NPSA-5, DS-Mykolaiv, National position
Organizational Context
The United Nations Development Programme (UNDP) in Ukraine supports government capacities, public services, reconstruction, livelihoods, and civil society. To enhance project implementation efficiency, UN agencies are co-located in Mykolaiv. This Administrative Assistant role supports the Mykolaiv Strategic Partnership (MSP) and Common Premises Project, contributing to recovery efforts and SDG attainment.
Job Purpose
The Administrative Assistant will ensure the transparent and efficient provision of administrative and logistical services for the Mykolaiv Strategic Partnership (MSP) project and the Common Premises Project in Mykolaiv, Ukraine. This role is crucial for supporting the effective implementation of recovery and reconstruction initiatives within the Area-Based Recovery (ABR) Programme. The incumbent will facilitate project activities, manage office operations, support financial processes, and contribute to knowledge sharing, all while upholding UNDP's mandate and promoting a safe, inclusive, and gender-responsive work environment. The position plays a key part in ensuring smooth operations that enable the achievement of project goals and the broader objectives of the Resilience Building and Recovery framework.
Responsibilities
Provide comprehensive administrative and logistical support, including managing office space, maintaining filing systems, and arranging meeting facilities. Coordinate the receipt, verification, and inventory of equipment and furniture, acting as custodian for assets. Offer logistical support for staff travel, including arrangements for accommodation and visas. Assist in project planning and implementation by providing administrative support for activities, workshops, and meetings, and taking minutes when required. Facilitate minor procurements, manage shipments, and handle customs clearance. Oversee asset management and conduct inventory verification. Maintain stationery supplies and manage distribution. Supervise project drivers. Support financial management by processing invoices, following up on payments, and assisting with budget creation and revisions. Assist in preparing documentation for audits and identifying/registering new local suppliers. Contribute to knowledge building and sharing, and ensure adherence to security guidelines. Promote gender equality and a zero-tolerance environment for discrimination and misconduct.
Work Experience
A minimum of 5 years of progressively responsible administrative or project experience is required with secondary education. This requirement is reduced to 2 years with a Bachelor's degree. Experience with computers and office software (Word, Excel) and web-based management systems is essential. Experience in administrative support within international organizations, UN agencies, or NGOs is desirable.
Skills
Proficiency in computer and office software (Word, Excel). Experience with web-based management systems. Strong communication, organizational, and logistical support skills. Ability to manage procurement, asset, and inventory processes. Familiarity with financial and ERP systems is desirable. Fluency in English and Ukrainian.