Administration Associate

The Administration Associate provides technical and administrative support services in administration and logistics to ensure efficient, client-focused and effective service delivery. The role includes coordinating office operations, overseeing logistics and asset management, and supporting knowledge sharing and training activities.

Responsibilities

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system.
• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.
• Oversee the implementation of logistics systems in line with UNOPS procedures.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
• Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel, as well as office space and other administrative matters.
• Compile information on administrative services provided for cost-recovery billing.
• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.
• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.
• Oversee external transportation contractors, including client service delivery and invoice processing.
• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.
• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

Requirements

• Secondary school (or equivalent) with 6 years of relevant experience OR Bachelor's degree (or equivalent) in any discipline with 2 years of relevant experience is required.
• A globally or nationally recognized professional certificate in Administration is desired.
• Relevant experience is work in administration, logistics or operations.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.
• Fluent French language proficiency is required.
• Intermediate English language proficiency is desirable.

Skills

• Administration
• Logistics Management
• Operations Support
• Asset Management
• Office Coordination
• Knowledge Sharing
• Training and Support
• Use of MS Office
• Use of G-Suite
• Web-based Management Systems

Languages

French, English