Administration Senior Assistant

The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes. The role involves supporting administration, logistics, and client-focused services to drive smooth office operations.

Responsibilities

• Research and retrieve statistical data from internal and external sources and prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
• Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
• Provide administrative support for conferences, workshops and retreats, by coordinating with hotels, venues and catering services providers.
• Process requests for quotation, purchase orders, and payments for event-related activities.
• Compile and organize information for periodic audits.
• Manage petty cash transactions in accordance with established procedures.
• 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 System 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.
• Maintain strong working relationships with government ministries.
• 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.
• 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.
• 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.

Requirements

• Secondary school (or equivalent) with 5 years of relevant experience OR Bachelor's degree (or equivalent) in any discipline with 1 year of relevant experience is required.
• A globally or nationally recognized professional certificate in administration is desired.
• 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.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.

Skills

• Administration
• Logistics Management
• Operations Support
• Procurement Support
• Supply Chain Support
• Office Operations Coordination
• Client-focused Service Delivery
• Microsoft Office Suite
• G-Suite
• Web-based Management Systems
• Multicultural Environment Experience
• Humanitarian Experience

Languages

English, French