Administrative Assistant, General Administration and Logistics Unit, Country Office

Background

With a total gross domestic product (GDP) of over USD 430 billion, Bangladesh is the second-largest economy in South Asia. Between 2000 and 2019, Bangladesh's economy registered high GDP growth, averaging around 6% per annum. During this period, there were several notable improvements across different socioeconomic indicators, putting the country on track for a formal graduation from the group of least developed countries (LDCs) in 2026. Bangladesh's score on the human development index (HDI) increased from 0.49 in 2000 to 0.68, placing it among countries categorized as medium human development. The national poverty rate fell from over 48% in 2000 to less than 19% in 2022.

Despite the progress, Bangladesh faces several development challenges, and with the current trend, the country is unlikely to meet several Sustainable Development Goals (SDGs). Even before the political crisis in 2024, Bangladesh was grappling with double-digit inflation. According to the latest estimate, GDP is expected to grow by 3.7% in 2025, much slower than the GDP growth in the past. Without an uptick in private investment, the economy cannot diversify, a necessary condition for creating decent jobs. With low social spending and weak capacities, the government is constrained from providing quality services to the people. Bangladesh is also one of the most vulnerable countries to climate change and is prone to natural hazards, including climate-induced disasters.    

As the UN's development agency, UNDP has been in Bangladesh since 1972, promoting inclusive growth and democratic governance, and helping the country to achieve equitable and sustainable development. UNDP has been a close partner of Bangladesh in co-designing policy solutions, building national capacities, and promoting innovations to help meet its developmental aspirations.  

Under the overall guidance of the Senior Operations Advisor and direct supervision of the Head of General Admin and Logistics, the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative assistant works in close collaboration with the Operations, Programme and project staff in CO and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

1.    Implementatiion of Operational strategies 
2.    Provision of Administrative and Logistical support 
3.    Provisition of support in managing transport pool, issuance of Customs passbook for eligible international staff and obtaining customs clearence. 
4.    Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented workplans.
• Provision of assistance in drafting correspondence, filing for General Admin Services; arranging meetings
• Provision of support in organizing conferences, workshops, retreats.
• Provision of support in raising e-requisitions, and processing vendor payments for Admin services.    

2. Provides administrative and logistical support, focusing on achievement of the following results:

• Provision of support in managing administrative Issues of UNDP Transport Pool (drafting monthly work plan, vehicle servicing and maintenance plan, maintaining up-to-date Vehicle Inventory, Vehicle Insurance, Fitness, Registration & Revalidation, Servicing; assisting in  rotation of field mission duties)
• Provision of support in preparation of payments (driver's uniform, safe driving bonus, fuel bills, rent-a-car and misc admin related bills)
• Maintaining Drivers Database (Digital Log Sheet, Drivers Task data, Drivers DSA and OT data, Leave Data etc)
• Provision of support in administration of Auto Vehicle Tracking System (AVTS) for cost effective transport pool operation
• Provision of assistance in outsourcing Rent-A-Car Services for UNDP CO, Projects and UNDP Supported Agencies (keeping record of valid LTA with Rent-a-Car services; coordinating requests/SRFs; issuance of Work Order; ' for 'Rent-a-Car' services for UNDP CO, UNDP Projects and UNDP supported agencies; arranging meetings with clients; Support in preparing cost recovery for official vehicle usage; provision of admin services to the agencies.

3. Provides support in issuance of Customs Passbook for the eligible international staff and obtaining customs clearance, focusing on achievement of the following results:

• Assisting in issuance; renewal, cancellation of Custom Pass Book (CPB) for the eligible international  staff contracted by UNDP and on behalf of other UN Agencies
• Assisting in obtaining NBR permission on Private Vehicle Sale/Purchase, registration, fitness and revalidation of vehicles from BRTA etc. 
• Processing duty-free declarations and follow ups
• Assisting eligible staff in obtaining Customs Clearance upon separation
• Maintenance of files and records relevant to rental houses, apartments and assisting international staff upon arrival.
• Support managing official phone connections with service provider and processing payments.

4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.

Institutional Arrangement:

• Under Direct supervision of Head of Administration & Logistics and under overall guidance of Senior Operations Manager The Administrative Assistant provides efficient administrative support to UNDP CO, Project and other UN agencies. 
   

Competencies

Core Competencies:

Achieve Results:    LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:    LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously:    LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:    LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination:     LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:    LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:    LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
 

Cross-Functional & Technical competencies:

Business Development    Human-centered Design    Ability to develop solutions to problems b􀁜 in􀁙ol􀁙ing the human perspective in all steps of the problem-solving process

Business Management    Communication    Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Business Management      Customer Satisfaction/Client Management    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. 
Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Administration & Operations    Documents and records management    Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations    Events management (including retreats, trainings and meetings)    Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursement, etc.

Ethics     UN Policy knowledge-ethics     Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity.

Required Skills and Experience

Education:

Secondary education is required.

Bachelor's degree in  Business Administration, Public Administration; Social Science; Management and Finance or any other related field from any recognized University will be given due consideration, but it is not a requirement. 

Experience:

Minimum of 5 years (with high school diploma) or 2 years (with bachelor's degree of relevant administrative experience. 

Required  skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.
  Experience in transport management and customs clearance is required. 

Desired skills:

• Experience in supporting Transport pool operations.
• Experience in handling Passbook issues, vehicle Registration and familiar with MOFA, NBR and Customs requirements.
• Substantial experience in overall general administrative support.
• Experience in supporting the Customs clearance process.
• Organizing events (meetings, workshops, etc.)
• Familiarity with payment processes, financial processes and providing services using enlisted suppliers.
• Demonstrated experience with innovative problem-solving and organizational skills. 
• Demonstrated strong client orientation and planning skills.

Required Language:

Fluency in English and Bangla is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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