Administration Senior Assistant

Job Posting Organization:
The job posting organization is UNOPS, which stands for the United Nations Office for Project Services. Established to support the United Nations and its partners in delivering sustainable development, UNOPS operates in over 130 countries worldwide. The organization focuses on project management, fund management, and providing various support services to enhance the effectiveness of UN initiatives. UNOPS is committed to advancing the Sustainable Development Goals (SDGs) and works closely with governments, international financial institutions, and UN agencies to achieve impactful results. With a workforce that embraces diversity and inclusion, UNOPS aims to create an environment where all personnel are treated with respect and have equal access to opportunities.

Job Overview:
The Administration Senior Assistant position is designed to support the smooth operation of the office by managing a variety of administrative tasks. The selected candidate will be responsible for ensuring that administrative processes are executed efficiently and accurately, contributing to high-quality outcomes. This role involves providing logistical support for events, managing travel arrangements, and maintaining inventory and facilities. The Administration Senior Assistant will also play a key role in data management, including the preparation of reports and statistical analyses. The position requires a proactive approach to problem-solving and the ability to work collaboratively within a diverse team. The incumbent will be expected to uphold the values of the organization and contribute to a positive work environment.

Duties and Responsibilities:
The duties and responsibilities of the Administration Senior Assistant include:

• Administrative Support: Research and retrieve statistical data from various sources, prepare reports, and ensure deadlines are met. Provide administrative support for conferences and workshops, including coordinating with venues and service providers. Manage petty cash transactions and assist with periodic audits.
• Travel and Logistics: Process travel transactions in the ERP system, including visa requests and travel claims. Organize shipments and customs clearance, ensuring compliance with UN regulations. Arrange hotel reservations and provide protocol support for visiting officials.
• Inventory and Facilities Management: Conduct physical inventory checks, maintain stock lists for office supplies, and assess office maintenance needs.
• Knowledge Building: Participate in training sessions and knowledge-sharing activities to enhance administrative capacity within the organization.
• Communication: Maintain strong relationships with government ministries and provide accurate information to staff regarding administrative processes.
• Supervision: Oversee transportation services and ensure quality client service. Report and investigate vehicle incidents and manage external transportation contractors.

Required Qualifications:
The required qualifications for the Administration Senior Assistant position include:

• A secondary school diploma (or equivalent) with at least 5 years of relevant experience, or a Bachelor’s degree (or equivalent) in any discipline with at least 1 year of relevant experience.
• A globally or nationally recognized professional certificate in administration is desired but not mandatory.
• Proficiency in using collaboration and productivity tools such as MS Office and G-Suite is essential.
• Experience working in administration, logistics, or operations is required, with a preference for candidates who have worked in multicultural environments or within the UN system.

Educational Background:
Candidates must possess a secondary school diploma or equivalent, along with relevant work experience. A Bachelor’s degree in any discipline is acceptable, provided the candidate has at least one year of relevant experience. Additionally, a professional certificate in administration is preferred but not required.

Experience:
The position requires relevant experience in administration, logistics, or operations. Candidates should have a minimum of five years of experience if they hold a secondary school diploma or at least one year of experience if they possess a Bachelor’s degree. Experience in using collaboration tools and web-based management systems is essential. Desired experience includes working in multicultural environments or with UN organizations, particularly in development or humanitarian contexts.

Languages:
Fluency in English is mandatory for this position, while proficiency in French is desirable. Candidates should be able to communicate effectively in both languages, as this will facilitate collaboration within the diverse UNOPS team and with external partners.

Additional Notes:
The contract for this position is classified as ICA - LICA - Support - Regular, with a duration of four months, subject to budget availability, project needs, and satisfactory performance. The position is entry-level, classified under ICS Level 0

• UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from underrepresented groups. The organization conducts background checks on all final candidates to ensure compliance with its standards and policies.