Administration Senior Assistant (LICA5), Multiple positions

Functional Responsibilities

1. Administrative Support

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Provides administrative support to conferences, workshops, retreats.
• Compiles information for periodic audits.
• Petty cash management.

2. Travel and Logistics

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
• Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
• Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
• Establishment and maintenance of efficient working relationship with government ministries.
• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
• Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
• Accurate and timely information on processes and pending issues to the concerned individuals/unit
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.

3. Inventory, Asset Management, Custodial, Common Premises, and general Support

• Conducts physical inventory checks, drafting periodic inventory and asset reports.
• Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Conducts and reports on surveys of office maintenance needs as well as client satisfaction
• Collects information for administrative surveys in support to the organization of common services.

4. Knowledge building and Knowledge sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Any other tasks assigned by the supervisor.

QUALIFIED FEMALES MUST APPLY

Education/Experience/Language requirements

Education:

• Secondary school (high school) diploma with 5 years of relevant experience is required; OR
• First University Degree (Bachelor or equivalent) in Business Administration, Public Administration, or equivalent disciplines with 1 year of experience is required.

Experience:

• Relevant experience is defined as experience in general administrative, or operations’ support services.
• Within relevant experience, minimum of 1 year of computers and office software packages (MS Office) and handling of web-based management systems is required.

Language:

• Fluent knowledge (read, write, speak) of French is required
• Intermediate knowledge (read, write, speak) of English is required.