Admin Associate

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Description

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The Administrative Associate delivers quality services in the administration unit to internal and external

clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented resultsfocused

approach to interpreting the rules, procedures and guidelines, providing support and guidance to the

CO and UNFPA-supported projects.

You would be responsible for:

• Facilitates the organization of workshops, conferences, retreats and other events by providing logistics
• procurement and administrative support for the events.
•  Ensures timely processing of travel requests and respective travel entitlements; reviewing Travel
• Authorizations, processing POs for DSA and tickets. Review outstanding F10 completion periodically
• and share status of compliance with Management.
• Supports on protocol arrangements, registration of International staff, securing of visas and permits
• with local authorities;
• Prepares and submits payment requests to the finance section after verification of supporting
• documents, correct usage of chart of accounts and budget availability;
• Contributes to the smooth running of the Country Office’s facilities/premises by ensuring timely
• provision and maintenance of services, utilities (water supply, electricity, communications, etc.),
• equipment and supplies, and analyzes all facilities/premises expenditures and recommends potential
• areas of cost reduction and or recovery where possible;
• Supports knowledge building and knowledge sharing in the CO, focusing on training of staff on the
• administrative procedures and sound contributions to knowledge networks and communities of
• practice;
• Processing travel requests by providing bookings and tickets for both domestic and international
• missions either through the travel agency or UNHAS,
• Reviewing Travel authorizations and supporting documents for processing the payments through
• POs for DSA , tickets, and respective travel entitlements,
• Follow up of submission and Processing of the of the F10 claims, mission report after mission
• completed,
• Keep a proper filing system in place for processed travel authorizations and related invoices and
• tickets obtained,
• Support on requests submission of extra luggage and shipment by UNHAS cargo or pouch
• Liaise with the travel agency and UNHAS and process their payments, follow-up with the travel
• agency on payment deposits in their account and liaise with finance to provide statements as needed.
• Processing requests for UNLP issuance and renewal after verification of the complete set of
• documents
• Support to obtain entry visas from embassies and exit visa from the authorities for UNFPA Staff
•  Keeping proper electronic filing for international staff and their dependents Passports, stay permits,
• IDs, arrival notification and their photos.
• Contributes to the smooth running of the Country Office’s facilities/premises by ensuring timely
• provision and maintenance of services, utilities (water supply, electricity, communications, etc.),
• equipment and supplies, and analyzes all facilities/premises expenditures and recommends potential
• areas of cost reduction and or recovery where possible.
• Ensure that all capital assets / inventory recorded and controlled in the system, and records are
• maintained up to date.
• Reviews and prepares material for common system activities relating to common services and
• premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.
• Supports on the oversight and management of transportation services, vehicle maintenance, MOSS
• compliance and insurance, maintenance of daily and monthly vehicle logbooks, gas consumption
• control, reporting and investigation of cases of vehicle accidents, damage, loss or theft of items.
• Supervises and oversees the allocation of vehicles and drivers.

Qualifications and Experience:

• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications and corporate IT systems.

Education:  

• Completed Secondary Level Education required. A first level university degree is
• desirable.

Languages: 

• Fluency both written and oral, in English and Arabic.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2003/job/23116

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