Administrative Assistant-SC 5

UNDP in the Arab States region; Abu Dhabi; On-site; AED 30,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to provide vital support in a dynamic office environment. This role involves managing administrative tasks, facilitating knowledge sharing, and ensuring smooth operations within the team. The ideal candidate will demonstrate strong organizational skills and the ability to communicate effectively in both English and Arabic. Join a dedicated team committed to delivering high-quality services in support of strategic partnerships in the GCC region. If you are passionate about administration and thrive in a collaborative setting, this opportunity is perfect for you.

Qualifications

• Bachelor's degree in management or related fields, or secondary education with relevant experience.
• 2 years of experience in administration or support services, preferably with UN experience.

Responsibilities

• Provide effective administrative and operational support to the Office.
• Maintain office inventory and coordinate team meetings.

Skills

Administrative Support

Communication Skills

Planning and Organizing

Teamwork

Education

Bachelor's Degree in Management

High School Certificate

Tools

MS Office

Web-Based Management Systems

ERPs

Job description

Abu Dhabi, United Arab Emirates

Trending

Job Info

• Job Identification 26036
• Posting Date 04/30/2025, 09:14 AM
• Apply Before 05/15/2025, 03:59 AM
• Job Schedule Full time
• Locations Abu Dhabi, United Arab Emirates
• Agency UN Office on Drugs & Crime
• Grade SB3
• Vacancy Type Service Contract Holders
• Practice Area Management
• Bureau Regional Bureau for Arab States
• Contract Duration 6 months
• Education & Work Experience Bachelor's Degree - 2 years experience OR High School certificate- 5 years experience
• Required Languages English and Arabic
• Desired Languages Knowledge of another UN official language
• Vacancy Timeline 2 Weeks

Job Description

Background

The Administrative Assistant works under the guidance and direct supervision of the Programme Management Officer of the UNODC Office for the GCC Region (OGCCR). S/he provides effective administrative and operational support to the Office, contributing to the delivery of high quality, accurate and consistent core functions in support for the implementation of UNODC’s Strategic Partnership with the GCC Countries and related programme framework, under the umbrella project “Establishment of the UNODC Office for the GCC Region” (AREU51). S/he promotes a client, quality and results-oriented approach, consistent with UNODC rules and regulations. Furthermore, s/he fosters an environment of professionalism and teamwork at all times.

The Administrative Assistant works in close collaboration with the Operations, Programme and Project staff in OGCCR, as well as UNODC HQ and other UN agencies staff, as applicable, to ensure consistent service delivery.

Duties And Responsibilities

Summary of Key Functions:

• Provide effective administrative support to the Office.
• Provide effective operational support to the Office.
• Facilitate knowledge building and knowledge sharing.

1- Provide effective administrative support to the Office, focusing on the following results:

• Receive and screen office visitors, operate the telephone switchboard, in accordance with appropriate protocol.
• Maintain the weekly timesheet of the Office, ensuring availability of a printed version at the reception desk and entering data in a digital file for review and monitoring.
• Maintain an updated inventory of office access cards (assigned, returned, lost).
• Draft routine correspondence, interoffice memos, briefing notes, reports, and minutes of meetings, adhering to protocol and guidelines.
• Translate simple correspondence, documents, and reports.
• Maintain and update a filing and archiving system for paper and electronic documents.
• Maintain and update an office calendar with all activities, meetings, and deadlines.
• Coordinate team meetings and follow up on reporting exercises and follow-up actions.
• Act as custodian of office supplies and manage stock lists and distribution.
• Assist the Executive Assistant to the OGCCR Representative in managing schedules, travel documents, and communications.

2- Provide effective operational support to the Office, focusing on the following results:

• Coordinate information flow and dissemination within the office.
• Assist in procurement, payment requests, petty cash management, and asset management.
• Assist in travel arrangements and document management for staff and dependents.

3- Facilitate knowledge building and knowledge sharing in the Office, focusing on the following results:

• Participate in training courses and assist in mapping business processes and developing SOPs.
• Synthesize lessons learned and best practices in administration and operations management.

Competencies

Corporate: Demonstrates commitment to UNODC mission, values; displays cultural sensitivity.

Functional: Planning and Organizing; Teamwork; Communications skills.

Education

Required Skills and Experience: Bachelor's degree in management, business administration, finance, social sciences, or related fields, or secondary education with relevant experience.

Experience

2 years (with bachelor’s degree) or 5 years (with secondary education) in administration or support services, preferably with UN experience or in GCC countries.

Language Requirements

Fluency in English and Arabic; knowledge of another UN official language is an asset.

Computer Skills

Proficiency in MS Office; experience with web-based management systems and ERPs is an asset.

Nationality

UAE nationals or others with valid work permits and residency in the UAE.

Note: UNODC is an equal opportunity employer and does not tolerate harassment or discrimination. We reserve the right to select multiple candidates and to retain applications for other roles.