Office Administrator

Under the overall supervision of the Head of Support Services and direct supervision of the Project Manager, the Office Administrator works in close collaboration with the Support Services and Admin team. S/he provides smooth operation of administrative / logistical services in terms of quality and accuracy of work completed and sharing of information strengthens the capacity of the office in the provision of administrative, logistical and procurement services.
In order to provide overall management of administrative services, the Office Administrator will ensure high quality of work, with timely and properly recorded / documented service delivery. The Office Administrator promotes a client, quality and results-oriented approach to his/her work.

• Answer all incoming telephone calls. Re-direct calls as appropriate and take adequate messages when required. Report telephone and IT equipment line faults to the Head of Support Services.
• Greet and welcome visitors, ensuring they sign in the visitor’s book and provide Visitor’s Badge ID. Informing the relevant personnel of their arrival and direct them to the concerned personnel.
• Respond to the general queries of visitors and provide assistance for any official documentation. Assess the critical nature of technical enquiries and refers them to appropriate personnel for reply.
• Register all incoming correspondences (letters, faxes, and courier), documents and other materials and ensure quick distribution of the correspondences.
• Collect and update official information like UN Agencies, INGOs, NGOs, Partners, government offices and officers, approved hotels, travel agent on a regular basis.
• Manage meeting room reservation requests and coordinate with IT support as needed. Assist in the preparation of meetings, conferences and conference telephone calls.
• Assist personnel with travel requests and arrangements, TRIP security clearances, filing, photocopying, etc. Monitor the use of office supplies and maintain adequate stocks by preparing monthly consumption report.
• Arrange the work assignments for the office Drivers as well as organizes the daily trip request for the office Vehicles in coordinate with Senior Driver.
• Manage office petty cash and collect and process Utility and other office bills.
• Monitor and ensure that the reception area is kept tidy.
• Making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.
• Provide support to the members of the Support Services Perform other duties, as required.

a. Education

• High School / Secondary Education in Management, Administration, Development, Social Science, or related field is required;
• Bachelor's degree in relevant subject will be considered an asset.

b. Work Experience

• At least 4 years progressively responsible administrative work experience or in other related field preferably in a large international setting is required;
• Bachelor’s Degree in the relevant field of studies may substitute for some required years of experience;
• Knowledge of any IT packages and management support software applications (ERP- type such as PeopleSoft, Oracle, Citrix, etc) would be an advantage.

c. Language

• Good knowledge of English and Nepali is required

• This post is only open for candidates who are nationals of Nepal.
• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. 
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.