Administration Assistant

<!–

Description

–>

Under the overall guidance and supervision of the Senior Project Manager, reporting to the Project Support Associate, the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities:

• Logistics and asset management support
• Transport services
• Support to knowledge building and knowledge sharing 
• Logistics, Asset Management Support
• Provides operational support to the project in terms of operational activities, payments, set-up of trips and other related project elements as needed as well as providing the relevant support to set-up the project team. In addition, provides administrative support to ensure efficient operation of the office.
• Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies.
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Assistance with timely and effective customs clearance.
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Administering the receipt of goods and equipment for the office, inspection and report preparation.

 Transportation services:

• All official transport needs of Management and office personnel met with accompanying security arrangements.
• Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
• Efficient building management and maintenance activities. 
• Implementation of a power policy in line with capacity of the city power and generators.
• Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions. 

Knowledge building and Knowledge Sharing:

• Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
• Sound contributions to knowledge networks and communities of practice.

 Impact of Results:

The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.   Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

 Education/Experience/Language requirements:

Education:

• Completion of secondary school is required. 
• First University (Bachelor)  Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset.

Experience:

• A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results is required (2 years of experience in combination with a Bachelor degree will be accepted).
•  Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is required.
• Some experience in UN system organizations is desirable.

Languages:

• Full working knowledge of English and Russian is required. 
• Knowledge of a regional working language is an asset.

Source:  https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29722#1

<!—

<!–

–>