Administration Senior Assistant (Protocol)

Job Posting Organization:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, established to support the successful implementation of peacebuilding, humanitarian, and development projects globally. UNOPS aims to help people build better lives and assist countries in achieving sustainable development. The organization specializes in areas such as infrastructure, procurement, project management, financial management, and human resources, and operates in numerous countries around the world, employing a diverse workforce dedicated to these missions.

Job Overview:
The Administration Senior Assistant (Protocol) plays a crucial role in supporting the office operations under the guidance of the Senior Admin Associate. This position involves performing a variety of standard administrative processes, providing support for government liaison and protocol operations, and ensuring high quality and accuracy in all tasks. The role is essential for maintaining effective communication and coordination with various stakeholders, including government entities and international staff, to facilitate smooth administrative operations. The Assistant will be responsible for managing travel and visa processes, coordinating with embassies, and ensuring compliance with governmental regulations, thereby contributing to the overall efficiency of the office's administrative services.

Duties and Responsibilities:

• Administrative Support: Provide comprehensive administrative support for conferences, workshops, and retreats. Assist in transportation services, ensuring prompt reporting and investigation of vehicle incidents, and maintaining vehicle history reports. Supervise official cars and ensure timely maintenance of specialized vehicles. Facilitate effective performance management and development of drivers.
• Coordination Support: Assist in coordinating with programs regarding support from counterpart ministries, including visa follow-ups and importation of project assets. Liaise with embassies and official authorities for visa arrangements for local and international staff. Document decisions and correspondence related to liaison issues, ensuring electronic filing is current. Draft official correspondence for governmental entities.
• Travel and Visa Support: Process and follow up on visas and stay permits for international staff and consultants. Track visa statuses to ensure timely extensions and arrange in-country travel permissions. Facilitate the issuance of necessary permits and clearances. Maintain documentation related to travel and visa processes.
• Knowledge Building and Sharing: Support the organization of training initiatives on administration-related topics. Contribute to knowledge networks by synthesizing lessons learned and disseminating best practices. Maintain unit documentation and perform other relevant tasks as assigned by the supervisor. The impact of these responsibilities is significant, as they directly affect the efficiency of the team's administrative services and the overall operational capacity of the office.

Required Qualifications:
Completion of secondary school is required, with a First University Degree in Business Administration, Public Administration, or related disciplines being desirable but not mandatory. Candidates should possess a minimum of five years of relevant experience in general administrative or operations support services within national or international public or corporate organizations. Experience within UN system organizations is considered an asset. Proficiency in computer applications and office software packages, particularly MS Office, is required, along with experience in web-based management systems. Familiarity with Enterprise systems, including OneUNOPS, is desirable.

Educational Background:
The educational requirement for this position includes the completion of secondary school as a minimum. While a First University Degree in Business Administration, Public Administration, or related fields is desirable, it is not a strict requirement for applicants. This educational background supports the administrative functions and responsibilities expected in this role.

Experience:
Candidates are expected to have a minimum of five years of relevant experience in administrative or operational support services. This experience should ideally be within national or international public or corporate organizations, with some familiarity with the UN system being advantageous. The role requires a solid understanding of administrative processes and the ability to manage various operational tasks effectively.

Languages:
Full working knowledge of English and Arabic is required for this position. Proficiency in both languages is essential for effective communication and coordination with diverse stakeholders, including government officials and international staff. Additional language skills may be beneficial but are not mandatory.

Additional Notes:
The position is likely to be full-time, and while specific contract duration details are not provided, candidates should be prepared for a role that may involve both national and international recruitment processes. Compensation and benefits details are not specified in the job ad, but candidates can expect a competitive package commensurate with their experience and qualifications.