Overview
Supports office operations by carrying out a range of administrative and operational processes, ensuring accuracy, efficiency, and high quality service delivery.
Key Responsibilities
- Provides administrative and operational support to office activities and service functions.
- Assists in coordinating routine office processes and client service activities.
- Supports the maintenance of administrative records, files, commitments, expenditures, and related documentation.
- Assists with inventory/asset management activities.
- Processes and reviews travel requests and related administrative transactions.
- Provides transactional and data entry support within OneUNOPS (ERP) systems and other administrative platforms.
- Responds to routine administrative inquiries and provides general office support.
- Supports in protocol matters, ensuring efficient delivery of client services.
- Processes travel claims, travel related payments, and supporting documentation.
- Organizes shipments and customs clearance arrangements for incoming and outgoing UNOPS shipments.
- Prepares shipping and customs documentation and coordinates timely follow up actions.
- Prepares documentation for security clearances.
- Organizes airport pickups, customs, and hospitality support for visiting officials.
- Coordinates with UN departments and external entities regarding import/export and transfer of goods.
- Provides guidance to staff and dependents on required documentation and import/export procedures.
- Tracks the status of submitted documentation and maintains monitoring records.
- Provides updates on administrative processes, pending actions, and project file status.
- Supervises transportation services, including vehicle maintenance, insurance, fuel monitoring, and client service quality.
- Reports and follows up on vehicle accidents, loss, theft, or damages and maintains vehicle history records.
- Monitors transportation contractors and processes related invoices.
- Processes purchase orders and related office procurement transactions.
- Supports procurement activities for goods and services required for office operations.
- Assists in creating, tracking, and managing purchase orders.
- Supports contract administration activities, including monitoring contract implementation, compliance, and invoice processing.
- Maintains office procurement and contract records and ensures proper documentation.
- Coordinates with vendors and service providers regarding operational procurement requirements.
- Conducts physical inventory checks and prepares periodic inventory and asset reports.
- Serves as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
- Conducts and reports on surveys assessing office maintenance needs and client satisfaction.
- Gathers information for administrative surveys to support the organization and improvement of common services.
- Provides planning support for logistics, inventory and facilities management-related training sessions and learning initiatives.
- Participates in the delivery and facilitation of knowledge-sharing activities.
Required Experience
- Secondary school (or equivalent) with 5 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 3 year of relevant experience is required.
- Relevant experience is work in administration, logistics, operations or related areas.
- Experience in the use of collaboration and productivity tools (e.g. G-Suite, etc) and web-based management systems is required.
Qualifications
- Secondary school (or equivalent)
- Bachelor’s degree (or equivalent) in any discipline
- A globally or nationally recognized professional certificate in Administration is desired.
