Under the guidance and supervision of the Administrative Associate, the Administ...
Under the guidance and supervision of the Administrative Associate, the Administrative
Assistant provides support to administrative services
ensuring high quality of work, accurate, timely and properly
recorded/documented service delivery at Project Centre. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with operations and project staff at Project
Centre, as well as with staff of other UN agencies to ensure consistent service
delivery.
Summary of Key Functions:
- Provision of administrative and secretarial
support
- Provision
of logistical and procurement support
- Provision of support to office
maintenance and assets management
- Support to knowledge building and knowledge sharing
1. Ensures system
maintenance and reporting, focusing on achievement of the following
results:
- Input and extraction of data from various
automated UNOPS systems, such as human resource, finance, procurement, travel,
etc. Verification of data from hard copy
records and files.
- Design and update of
charts and statistical tables, using graphics software.
- Information-gathering and preparation of
reports for statistical and monitoring purposes.
- Review and analysis of
system operational problems and resolution of data discrepancies.
2. Provides administrative and secretarial
support, focusing on achievement of the following
results:
-
Timely processing of
incoming and outgoing mail and documentation related to administrative matters; maintenance of the
corresponding register and distribution as appropriate.
- Support to organization of meetings, conferences, workshops,
retreats; preparation of agenda and logistics arrangements,
including circulation of the documentation to be reviewed.
- Drafting
of minutes, when required, and follow up as needed.
- Establishment and maintenance of hard and
on-line records for easy reference and retrieval. Closure/archiving of all
files and final reports on systematic basis.
- Provide
support to the project office during peak workload seasons or serve as a
substitute in related activities (as required) to ensure compliance with work
objectives
- Interact
with colleagues, clients and partners to exchange information related to
administrative activities and seek cooperation to resolve routine
administrative issues and potential problems.
-
Prepare relevant
documentation to initiate payment process.
3. Provides logistical and procurement support,
focusing on achievement of the following results:
- Within delegated
authority, initiation of actions related to: travel arrangements, payments,
purchases and delivery of equipment and supplies; tracking and monitoring
status of actions.
- Arrangement of travel and hotel reservations, preparation of travel
authorizations.
- Collection of information for DSA, travel agencies and other
administrative surveys.
- Procurement
of office supplies and equipment through quotations and raising
purchase orders in One UNOPS.
- Ensure the provision of office and hygienic supplies for the Office operation??
-
Support in preparation for the arrival of new members
into the work team (workstations, telephone, office supplies).
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Collection of information on assets management, maintenance of
records and files on assets management.
-
Maintenance of files and records relevant to
office maintenance
5.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Participation
in the training for the operations/projects staff on administration.
- Contributions
to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the execution of the
administrative/logistical services in UNOPS, in terms of quality and accuracy
of work completed. Accurate data entry, presentation of information and client-oriented
approach strengthens the capacity of the office/unit in the provision of
administrative/logistical services.