Administrative Senior Assistant

Peace and Security Cluster

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates. 

*CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY
*Qualified female candidates are strongly encouraged to apply


Under the direct supervision of the Admin & HR Analyst and the overall supervision of the Admin & HR Manager, the Administrative Senior Assistant is responsible for:

Induction

• Induct new staff on travel procedures and relevant documentation related to travel.
• Provide the clients with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences.
• Ensure new staff members attend mandatory training such as SSAFE, and ETB by facilitating their travel.

General functions

• Coordinate with various Consulates and the Host Government regarding the provision of visas and work permits respectively.
• Conduct Liaison and Protocol functions.
• Register new Suppliers in oneUNOPS system after guiding them on how to fill in the relevant documents.
• Request FEMS UNSOS to secure accommodation before the arrival of the personnel and guests.
• Obtain all related supporting documentation related to travel and maintain working files for the travel related documents.
• Support to the planning and implementation of travel plans.
• Prepare, compile and disseminate admin related data to produce admin related reports for statistics and monitoring purposes.
• Draft and submit correspondence and related documentation for the signature of designated Authority.
• Support the planning organization and logistical arrangements for workshops, meetings, and retreats.
• Arrange for and support airport pick-up when required.

Travel Support

• Support the travel team with all travel related matters and Support the transaction of official mission travel.
• Raise admin and travel requests in oneUNOPS, TADA and JIRA Platforms and FSS.
• Support in booking official travel initiated via the United Nations aircraft for local travel.
• Support travel team with coordinating with staff on their travel dates, tickets, and updates on changes to their travel.

Payments

• Receive and process all payments for Admin, HR, Travel, Training Section.  
• Initiate the payment process including Purchase Orders and Request for Payments for travel related payments in oneUNOPS ERP.
• Process and track airfare invoices and ensure that the travel agency invoice payments are settled by Finance Unit on timely basis.
• Follow up with the Finance section that the payments are disbursed on time.
• Alert the clients on any delays to their payments to ensure proactive customer service.
• Review travel claims and supporting documentation for completeness, accuracy, reasonableness, validity and conformity with UNOPS rules and regulations prior to forwarding them to Finance office for payment.

Admin & Travel Policies and Procedures

• Provide information to staff, Consultants and visitors on the admin policies and procedures in line with UNOPS rules, regulation, policy, procedure and strategy.
• Analyze and evaluate updated admin and travel procedures and policies and advise all personnel accordingly.
• Ensure validity of budget allotment by having expenditure codes assigned; checking availability of budget and maintain tracking of expenditure on travel.

Education:

• First level University degree (Bachelor’s degree) in any field with  one (1) years of relevant experience; OR
• High school (Secondary Education or equivalent ) with a minimum of five years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in business administration, administration support, general administration, protocol, travel, support services or related experience. 

Languages

• Fluency in English (writing, reading, speaking) is required. 
• Fluency in Somali (writing, reading, speaking) is required.  

1. Contract type: ICA
2. Contract level: local-LICA5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.