Executive Office Assistant

**Administration of Human Resources- Maintains up-to-date records of contract extensions, visas, licenses, etc., as well asdocuments from the HR area.- Provides an initial review of the ToRs for the vacancies released by UNLIREC, in orderto ensure they are aligned with United Nations standards and regulations.- Prepares communications regarding staff, advisor, consultant contracts and interns;- Performs general administrative tasks (e.g. leave and attendance recording,arrangements for meetings and other events, reservations, budget follow-up, etc.);- Maintains and reviews organizational staffing tables;- Prepares and updates welcome kit for new staff;- Assists with the obtention of official visas and work permits;- Assists in the drafting of memorandums and/or communications to other UN agenciesand to the personnel;- Assist in maintaining files (both paper and electronic) and databases for the work unit.**Administrative matters- Assists in the oversight ofpremises maintenance.- Supports, carries-out and submits required preparatory work for contracts, tendering, according to UNDP procedures, rules and regulations.- Coordinates procurement requirements with all heads of Unit and make purchases in consultation with EO coordinator.- Assists in the preparation of inventory of office supplies and equipment. Also assists in the procurement process of office supplies.- Assist in the preparation, processing and follow-up on administrative procedures and forms related to the official travel of staff.- Drafts routine correspondence.- Assist in maintaining the work files up-to-date (both paper and electronic).**Perform other duties as requested by the Director.