The Administrative Assistant will be responsible for the following
activities:
a)
Support administrative
arrangements (e.g. logistics) for OOC 2020.
b)
Interact
with colleagues, clients and partners to exchange information on administrative
issues and seek co-operation. Resolution of routine administrative and process
problems, referring complex issues to supervisor with recommendations for
course of action.
c)
Prepare routine project communications,
documentation, reports and contracts, checking documents for accuracy and
compliance with UNOPS format and style.
d)
Prepare
briefing materials , as required for mission travel and/or discussion on
project activities and status.
e)
Maintain
accurate records of all operational and financial transactions for easy
reference and retrieval; efficient document management including file closures,
archiving and monitoring due dates for project progress status reports and
submission by UNOPS of substantive and financial/budget utilization reports to
clients.
f)
Process
travel and expenses according to established procedures and practice.
g)
Review of
international and/or local consultant, staff and consulting firm’s Terms of
reference (TOR) to ascertain conformity with work-plans; initiation of
recruitment on receipt of client/supervisor clearance. Request of contracts for
international programme staff including consultants.
h)
Monitoring
of payments and follow up when problems arise; review of payment vouchers and
supporting documentation for completeness, accuracy, compliance with UNOPS FRRs
and correctness of account code charges.
i)
Maintain
contract-tracking plan to review sub-contractor invoices and supporting
documentation and ensure that services provided and claims are in conformity
with the terms of the contract.
j)
Act as
focal point with projects on Asset Reporting as per UN MOU requirements.
k)
Support
Project Manager in management, implementation monitoring of HR related requests
including HR Monitoring Tools.
l)
Full
compliance of operations with UNOPS rules, regulations, policies and
strategies.
Use of technology and electronic systems and tools to
initiate work, share information with colleagues and clients.
Monitoring and Progress
Controls
General:
a)
Conduct
regular project meetings to review the progress of the OOC 2020 project plan,
perform corrective actions and mitigate risks.
b)
All
relevant stakeholders are satisfied with the level of information they have on
OOC 2020 and its activities.