Administrative Assistant, NPSA-5, DS-Mykolaiv, National position

The Administrative Assistant will provide transparent and efficient administrative services and processes for the Mykolaiv Strategic Partnership project within the Area-Based Recovery Programme and the Common Premises Project. The role supports project implementation and programmatic goals in line with UNDP rules and regulations, including logistical support, asset management, procurement facilitation, and supervision of project drivers.

Responsibilities

• Provide administrative and logistical support including organizing and controlling distribution of office space and maintaining filing systems.
• Arrange booking and maintenance of meeting/conference rooms and premises.
• Receive, inspect, verify, and tag incoming equipment and furniture; update inventory records and act as custodian of assets.
• Perform Travel Requester role in Quantum/UNall and provide logistical support for travel arrangements.
• Support project planning and implementation including administrative support for activities, conferences, workshops, and meetings; take minutes when required.
• Prepare E-requisitions in Quantum and facilitate minor procurements and delivery of goods and services.
• Coordinate asset management and support annual physical inventory verification.
• Maintain stationery and office supplies, purchase equipment and keep stock records.
• Translate simple correspondence when needed.
• Ensure security guidelines are adhered to and supervise MSP Project drivers based in Mykolaiv.
• Support financial management including processing invoices, following up on payments, supplier registration, and budget support.
• Participate in UNDP trainings and contribute to knowledge networks and communities of practice.
• Promote gender equality and a safe, inclusive work environment free of discrimination and abusive behaviour.
• Perform other duties as necessary for efficient functioning of the office and organization.

Requirements

• Bachelor's Degree in Business Administration, Public Administration, Social Sciences, or related fields is preferred but not required; Secondary Education is required.
• Minimum of 5 years of progressively responsible administrative or project experience with Secondary education or 2 years with Bachelor's degree.
• Experience in the use of computers and office software packages (Word, Excel, etc.).
• Experience in handling web-based management systems.
• Experience in administrative and office operations support within international organizations, UN agencies, NGOs, or large organizations is desirable.
• Experience in facilitating procurement processes is desirable.
• Experience in asset management is desirable.
• Experience in financial and ERP-based administrative support is desirable.
• Fluency in English and Ukrainian is required.

Skills

• Administrative Support
• Project Administration
• Office Applications
• Word
• Excel
• Web-based Management Systems
• Procurement Facilitation
• Asset Management
• Financial Administration Support
• ERP Systems
• Logistical Support
• Project Implementation
• UNDP Rules and Regulations

Languages

English, Ukrainian