Administration Senior Assistant at UNOPS

Administrative support

• Research and extract statistical data from internal and external sources. Prepare statistical graphs, tables, and reports by extracting and analyzing data from multiple sources.
• Ensure follow-up on deadlines, commitments and actions, by coordinating the collection and submission of required reports.
• Provide administrative support for conferences, workshops and retreats.
• Compile and organize information for periodic audits.
• Manage petty cash transactions in accordance with established procedures.

Travel and logistics

• Process travel operations (authorizations and reimbursement requests) in the ERP system, including applications for visas, identity cards and other documents for staff, UN officials and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, fares and schedules for specific routes.
• Process travel expense reimbursement requests, purchase orders, payments and contracts related to travel-related activities.
• Organize shipments and customs formalities, ensuring the preparation of all required documentation for UNOPS shipments (inbound and outbound) and timely follow-up actions.
• Prepare the necessary documents for security clearance applications.
• Organize hotel reservations and provide airport pickup, reception, protocol, customs formalities and immigration assistance for visiting UN/UNDP officials.
• Ensure the timely issuance of official protocol certificates and coordinate with UN departments the documentation relating to visas, work permits, security requirements and health authorizations for international staff.
• Ensure coordination with United Nations departments regarding the import, export or transfer of goods for official purposes.
• Maintain close working relationships with government ministries.
• Provide staff with accurate and up-to-date information on the supporting documents required for themselves and their dependents, particularly regarding import/export or transfers. Track the progress of files submitted by staff and their dependents using individual tracking sheets to ensure deadlines are met.
• Provide timely updates to individuals or units on administrative procedures, the status of project files, and outstanding issues.
• Supervise transport services, ensuring quality customer service, regular vehicle maintenance, insurance coverage and monitoring of fuel consumption.
• Report and investigate accidents, damage, loss or theft of vehicles promptly and update vehicle history reports.
• Supervise external transport service providers, including monitoring their performance and processing invoices.

Support for inventory and facility management

• Conduct physical inventories and prepare periodic inventory and asset reports.
• Manage office supply vendors, maintain stock lists, distribute supplies as needed, and keep detailed distribution records.
• Prepare and write survey reports assessing office maintenance needs and customer satisfaction.
• Gathering information for administrative investigations to support the organization and improvement of common services.

Knowledge development and sharing

• Provide support for the planning of training sessions and learning initiatives related to logistics, travel, inventory, and facilities management.
• Participate in the implementation and facilitation of knowledge-sharing activities to strengthen the organization's capacity in administrative, logistical, travel, inventory and facilities management.

Administrative support

• Research and extract statistical data from internal and external sources. Prepare statistical graphs, tables, and reports by extracting and analyzing data from multiple sources.
• Ensure follow-up on deadlines, commitments and actions, by coordinating the collection and submission of required reports.
• Provide administrative support for conferences, workshops and retreats.
• Compile and organize information for periodic audits.
• Manage petty cash transactions in accordance with established procedures.

Travel and logistics

• Process travel operations (authorizations and reimbursement requests) in the ERP system, including applications for visas, identity cards and other documents for staff, UN officials and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, fares and schedules for specific routes.
• Process travel expense reimbursement requests, purchase orders, payments and contracts related to travel-related activities.
• Organize shipments and customs formalities, ensuring the preparation of all required documentation for UNOPS shipments (inbound and outbound) and timely follow-up actions.
• Prepare the necessary documents for security clearance applications.
• Organize hotel reservations and provide airport pickup, reception, protocol, customs formalities and immigration assistance for visiting UN/UNDP officials.
• Ensure the timely issuance of official protocol certificates and coordinate with UN departments the documentation relating to visas, work permits, security requirements and health authorizations for international staff.
• Ensure coordination with United Nations departments regarding the import, export or transfer of goods for official purposes.
• Maintain close working relationships with government ministries.
• Provide staff with accurate and up-to-date information on the supporting documents required for themselves and their dependents, particularly regarding import/export or transfers. Track the progress of files submitted by staff and their dependents using individual tracking sheets to ensure deadlines are met.
• Provide timely updates to individuals or units on administrative procedures, the status of project files, and outstanding issues.
• Supervise transport services, ensuring quality customer service, regular vehicle maintenance, insurance coverage and monitoring of fuel consumption.
• Report and investigate accidents, damage, loss or theft of vehicles promptly and update vehicle history reports.
• Supervise external transport service providers, including monitoring their performance and processing invoices.

Support for inventory and facility management

• Conduct physical inventories and prepare periodic inventory and asset reports.
• Manage office supply vendors, maintain stock lists, distribute supplies as needed, and keep detailed distribution records.
• Prepare and write survey reports assessing office maintenance needs and customer satisfaction.
• Gathering information for administrative investigations to support the organization and improvement of common services.

Knowledge development and sharing

• Provide support for the planning of training sessions and learning initiatives related to logistics, travel, inventory, and facilities management.
• Participate in the implementation and facilitation of knowledge-sharing activities to strengthen the organization's capacity in administrative, logistical, travel, inventory and facilities management.

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