Job Highlight Drive smooth office operations by supporting administration, logistics, and client-focused services.
Role Purpose
The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes.
Functions / Key Results Expected
- Administrative Support
- Coordinate and manage the daily schedule and appointments of the Head of Country Office.
- Liaise with government counterparts and stakeholders, coordinate and schedule meetings, and sustain strong professional relationships with them.
- Provide administrative support for conferences, workshops and retreats.
- Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
- Compile and organize information for periodic audits.
- Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
- Manage petty cash transactions in accordance with established procedures.
- Provide administrative and HR support, such as but not limited to recruitment coordination, interview scheduling and reporting, contract monitoring for consultants, maintenance of staffing databases, preparation of HR reports, and updating staff attendance records.
- Travel and Logistics
- Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
- Provide information on air services, rates, and schedules for specific itineraries.
- Process travel claims, purchase orders, payments, and contracts for travel-related activities.
- Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions.
- Prepare documentation for security clearances.
- Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN/ UNDP officials.
- Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff.
- Coordinate with UN departments on import/export or transfer of goods for official purposes.
- Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules.
- Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
- Supervise transportation services, ensuring quality client service, regular vehicle maintenance, insurance coverage, and monitoring of fuel consumption.
- Promptly report and investigate vehicle accidents, damage, loss or theft, and update vehicle history reports.
- Oversee external transportation service contractors, including performance monitoring and invoice processing.
- Inventory and Facilities Management Support
- Conduct physical inventory checks and prepare periodic inventory and asset reports.
- Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
- Conduct and report on surveys assessing office maintenance needs and client satisfaction.
- Gather information for administrative surveys to support the organization and improvement of common services.
- Knowledge Building and Sharing
- Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
- Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization.
Education Requirements
Required
- Secondary school (or equivalent) with 5 years of relevant experience OR
- Bachelor’s degree (or equivalent) in business administration, languages, or any related fields with 1 year of relevant experience is required.
Desired
- A globally or nationally recognized professional certificate in Administration is desired.
Required
Experience Requirements
- Relevant experience is work in administration, logistics, operations or related areas.
- Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
Desired
- Experience of working in multicultural environments or UN system organizations in a developing country is desired.
- Experience in development or humanitarian contexts is desired.
