Vacancy title:
Administrative and Operations Assistant

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]

Jobs at:
United Nations Development Programme

Deadline of this Job:
Monday, June 2 2025

Duty Station:
kigali | Kigali | Rwanda

Summary
Date Posted: Friday, May 2 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Administrative and Operations Assistant at United Nations Development Programme: (Deadline 2 June 2025)

Details

Mission and objectives

In 2021, UNDP’s Regional Bureau for Africa launched timbuktoo, a multi-pronged initiative aimed to galvanize African youth as entrepreneurs, innovators, and problem solvers. The initiative is focused on supporting and growing innovative, scalable, and impactful entrepreneurship by African young people, while relying on a springboard of partners who together contribute meaningfully to building an African youth innovation and startup ecosystem. The timbuktoo approach is anchored in seeking, nurturing, and building African solutions forwarded by Africa’s youth that directly address one or more of the seventeen Sustainable Development Goals (SDGs). timbuktoo is an explosive new entrant into UNDP Africa’s ambition to transform the African continent by harnessing on the African people themselves, particularly its ambitious, vibrant, youth, as the key to its development and path out of poverty

Context

The UNV (Administrative and Operation Assistant) will provide support to the Timbuktoo team performing a variety of standard administrative and operational processes ensuring high quality and accuracy of work. She/he will promote a client, quality and results-oriented approach and work in close collaboration with the Operations team and other UN agencies staff to exchange information and ensure consistent service delivery.

Task description

Under the direct guidance and supervision of the Operations Manager, the volunteer will undertake the following tasks: • Ensure implementation of operational strategies • Ensure maintenance of registry system for Timbuktoo • Ensure effective administrative and logistical support to Timbuktoo • Ensure provision of effective mail management using the office intranet and E-documentation to the CO and RSC • Support knowledge building and knowledge sharing in the CO and the RSC • Provide support for the organization of meetings/ events including logistics, ad-ministrative and procurement support. • Provide administrative and logistical support to the team, responsible for preparation of travel requests and submission of travel related documents for staff and meeting participants, including follow up on timely closures of the travel requests for the team • Assist in procurement of goods and services including Individual Contracts, Con-tracts for Professional Services, LTAs and ensure supporting documentation needed for contract files is obtained • Process payments of ICs, contractual services and vendors and provide quality checks of vouchers in terms of accuracy and documentation. • Provide oversight and control of all supporting documents submitted for procurement, recruitment and payments, including regular follow up and status reports on all open cases, ensuring corrective actions on un-posted POs, vouchers and GSSU requests. • Monitor all Individual and Professional contracts issued for the team includ-ing regular follow up on expiration dates, timely extensions and pending payments. • Organize and maintain internal databases including contacts lists and shared folders. • Maintain the filing system ensuring safekeeping of important team materi-als. Use of automated filing system for easy retrieval of documents. • Any other functions to be assigned by the supervisor

Assignment requirements

Relevant experience

3 years

Languages

English, Level: Fluent, Required French, Level: Fair, Desirable Kinyarwanda, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Administration, Management, business, accounting, finance and related fields

Competencies and values

☒ Adaptability and Flexibility ☒ Commitment and Motivation ☒ Communication ☒ Ethics and Values ☒ Integrity ☒ Knowledge Sharing ☒ Professionalism ☒ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☒ Working in Teams

Skills and experience

• Relevant experience in administration, operations or programme support service. • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). • Experience in handling of web-based management systems. • Fluency in both written and spoken English

Area(s) of expertise

Administration, Business management

Driving license

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

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