Administration Assistant
Overview
The Administration Assistant provides efficient logistics and transportation support to the operational unit, ensuring smooth and timely service delivery. The incumbent works closely with operations, project and programme support colleagues across the unit, carrying out assigned tasks with a client-focused, quality-driven and results-oriented approach.
Key Responsibilities
- Ensure proper maintenance, safe handling and secure storage of all office equipment and property.
- Prepare and maintain accurate inventory lists and comprehensive property records for both the office and project needs.
- Monitor and track the movement of equipment.
- Implement and maintain an equipment management and accounting system for all assets in compliance with UNOPS equipment policy.
- Process supply requisitions for office premises in a timely manner.
- Support timely and efficient customs clearance procedures.
- Manage the receipt of goods and equipment for the office, including inspection and preparation of relevant reports.
- Ensure proper maintenance, servicing and repair of all office vehicles to guarantee top performance and safe operating conditions in line with UNOPS vehicle management policies and procedures.
- Coordinate and meet all official transportation needs of management and office personnel, including necessary security arrangements.
- Maintain daily vehicle logs on fuel consumption and mileage.
- Implement an effective repair and maintenance system for all office equipment, including EDP equipment and generators.
- Oversee efficient building management and maintenance activities.
- Apply the power management policy in line with existing power supply and generator resources.
- Evaluate contract services (e.g. cleaning, security, taxi, courier, etc) to enhance service levels and identify potential improvements or alternative solutions.
- Actively participate in logistics and transportation-related training and capacity-building initiatives for personnel.
- Contribute to knowledge networks and Communities of Practice (CoPs).
Required Experience
Experience in administration, logistics or operations is required. Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems are 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.
Qualifications
Secondary school (or equivalent) with 4 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 0 years of relevant experience is required. A globally or nationally recognized professional certificate in Administration is desired.