Logo of Huzzle

Home

Matches

Explore

Manage

Admin and Coordination Assistant

image

United Nations Development Programme (UNDP)

10d ago

  • Job
    Full-time
    Mid Level
  • Logistics
  • Berlin

AI generated summary

  • You need secondary education, 4 years of admin/procurement experience, fluency in English and German, strong computer skills, and legal rights to work in Germany.
  • You will provide administrative support, manage schedules, organize meetings and travel, draft documents, facilitate workshops, and ensure procurement and logistical needs are met.

Requirements

  • Completion of Secondary Education is required. or University Degree in Business Administration, Public Administration, Financial Management or equivalent field will be given due consideration, but it is not a requirement
  • Minimum 4 years (with secondary education) or 1 years (with university degree) of progressively responsible administrative and procurement experience is required at the national level.
  • Demonstrated ability to work inclusively and collaboratively with a broad range of internal and external partners.
  • Proven ability to coordinate with high-level officials.
  • Experience in project management, procurement and finance
  • Solid overall computer literacy (MS office applications)
  • Proficiency in office software and tools for communication and document management.
  • Fluency in English and German (oral and written) is required.
  • The candidates must have legal rights to live and work in Germany as this is an office-based National vacancy.

Responsibilities

  • Provide Administrative Support
  • Organizing and maintaining the office and director's calendar, scheduling meetings, appointments, and events.
  • Arranging meetings, preparing agendas, taking minutes, and following up on action items or next steps.
  • Develop and prepare official meeting agendas for the office’s engagements, ensuring that all necessary materials are ready in advance.
  • Drafting, editing, and proofreading documents, reports, and presentations.
  • Organizing business trips, including booking flights, hotels, transportation, and preparing travel itineraries.
  • Liaise with internal and external stakeholders to facilitate smooth and productive meetings.
  • Track and ensure follow-up actions after meetings are completed.
  • Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.
  • Support knowledge building and knowledge sharing relevant to the assigned project.
  • Provide effective logistical services for the project, focusing on achievement of the following results:
  • Assist project personnel and national/ international consultants to arrange travel, i.e. support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services.
  • Ensure timely submission of correctly completed travel claims through UnALL/ Quantum.
  • Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials.
  • Arrange translation of documents when required.
  • Provide procurement support, focusing on the achievement of the following results:
  • Provide Procurement support to events of UNDP-GRO and FIT Projects.
  • Support Coordination with various suppliers/service providers needed for workshops and conferences (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers.
  • Ensure sufficient supplies have been acquired and venue arrangements are provided timely and complete.
  • Support knowledge building and knowledge sharing relevant to the assigned project.
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

FAQs

What is the primary focus of the Bureau of External Relations and Advocacy (BERA)?

BERA is responsible for positioning UNDP as a leading global development agency, promoting thought leadership on sustainable development issues, building strategic relationships, and coordinating corporate standards across partnerships, marketing, and communications.

What are the key responsibilities of the Admin and Coordination Assistant?

The Admin and Coordination Assistant will provide administrative support, logistical services, procurement support, and assist in knowledge building and sharing relevant to the assigned projects.

What are the educational requirements for this position?

The minimum educational requirement is the completion of Secondary Education. A University Degree in Business Administration, Public Administration, Financial Management, or an equivalent field will be given due consideration but is not mandatory.

How many years of work experience are required for this role?

A minimum of 4 years of progressively responsible administrative and procurement experience is required with secondary education, or 1 year of experience with a university degree.

What language proficiency is required for this position?

Fluency in English and German (both oral and written) is required.

Is experience with UN organizations or international development organizations considered an asset?

Yes, experience working with UN organizations or other international development organizations is considered an asset.

Are there any specific skills that are desired for this position?

Desired skills include experience providing logistics support and organizing events, workshops, and meetings.

What type of work environment can I expect in this role?

The work environment is office-based, and candidates must have legal rights to live and work in Germany.

Does UNDP promote diversity and inclusion in its hiring process?

Yes, UNDP values diversity and encourages qualified applicants from all backgrounds to apply, emphasizing an inclusive workplace.

Are candidates required to submit references with their application?

Yes, candidates must provide at least three recent professional references from previous supervisors, which may also include peers.

Is there a possibility of selecting multiple candidates for this position?

Yes, UNDP reserves the right to select one or more candidates from this vacancy announcement.

image

United Nations Development Programme (UNDP)

Government
Industry
10,001+
Employees

Mission & Purpose

The United Nations Development Programme works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. DISCLAIMER: The United Nations Development Programme (UNDP) does not guarantee the truthfulness, accuracy, or validity of any comments posted to its social media outlets (blogs, social networks, message boards/forums, etc.). Users must not post any content that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to any person or entity. UNDP reserves the right to delete or edit any comments that it considers inappropriate or unacceptable, and to delete off-topic comments in order to foster conversations about the topics shared on this page.