Administrative Assistant

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.

Background Information – Cambodia

UNOPS established its Cambodia Office (KHOH) in early 2013 which oversees a diverse set of projects/programs that includes a multi-donor funded project to support the Extraordinary Chambers in the Courts of Cambodia (ECCC) known as the Khmer Rouge Tribunal, the Malaria Programs funded by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM), the Regional Artemisinin Initiative (RAI), advisory services to the Ministry of Agriculture, Forestry and Fisheries, Governance related projects funded by the EU as well as nutrition related initiatives.

UNOPS KHOH is also overseeing business activities and providing support and services to UNOPS operations in other countries, especially within the Mekong Region and the Philippines.

UNOPS KHOH is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio comprised of projects and programs in the infrastructure, governance, procurement, justice and agricultural sector and subsequently is looking for qualified and committed experts.

Background Information - Job-specific

KHOH is hiring for the position of Administrative Assistant under its Cambodia office. Reporting to the Head of Support Service, the incumbent is responsible to management for travel and provision of general administrative support in the Cambodia Hub. The Administrative Assistant provides support to all personnel in Cambodia, and coordinates closely with Administrative section colleagues in other offices to exchange information and collaborate on hub-level initiatives. The incumbent also liaises with counterparts in the UNOPS Cambodia Operational Hub to exchange information, obtain approvals from senior management and collaborates on initiatives related to the Cambodia office. Furthermore, the incumbent liaises with specialized practices and units at UNOPS Headquarters to seek advice and provide information as requested. The incumbent produces basic statistical and analytical reports periodically and as requested.

Functions / Key Results Expected

1. Administrative Support
2. Travel and Logistics
3. Inventory, Asset and Supply Management, Custodial, Common Premises
4. Transportation
5. Knowledge Building and Knowledge Sharing

1.      Administrative Support

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Provides administrative support to conferences, workshops, retreats.
• Compiles information for periodic audits
• Petty cash management

2.      Travel, Protocol, and Logistics

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
  • Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS as well as payments, and contracts.
  • Organizes  shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
  • Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNOPS officials as necessary
  • Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
    • Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permits, security requirements, health, etc.
    • Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
    • Establishment and maintenance of efficient working relationship with government ministries.
    • Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
    • Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
    • Ensures accurate information is provided to individual/unit upon request on administrative steps required and the status of his/her project file,
    • Accurate and timely information on processes and pending issues to the concerned individuals/unit

3.      Inventory, Asset Management, Custodial, Common Premises, and general Support

• Conducts physical inventory checks, drafting periodic inventory and asset reports;
• Acts as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
• Conducts and reports on surveys of office maintenance needs as well as client satisfaction
• Administers logistics of office  workshops, conferences, retreats
• Collects information for administrative surveys in support to the organization of common services.

4.      Transportation

• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.

5.      Knowledge building and Knowledge sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of Results

The effective and successful achievement of results by the Administrative Assistant directly affect the overall efficiency of the team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

• Completion of secondary school is required.
• A secondary school with additional 5 years of experience is required. A first level university degree (bachelor) in Business Administration, Social Sciences,  Economics,  Accounting, Finance, Procurement, Project Administration/Management, International Relation or other relevant discipline is preferred and can substitute four years of the required experience.
• In the absence of a degree, administrative certification is an asset.

Skills

• Management of Administrative Services
• Premises Management
• Vehicles/Fleet Management
• Travel Management
• Conferences & Event Administration
• Reception
• Word Processing/Spreasheets
• Asset Management
• Support Services

• Minimum of five years of relevant experience in  general administrative support , travel management, office management, clerical services  or operations’ support services in national or international public or corporate organizations.
• Experience in managing events and workshops with a large number of participants is preferred.
• Experience in travel management in a large office is an asset.
• Experience in scheduling meetings on behalf of multiple team members is required.
• Experience managing paperwork such as invoices and quotes for procurement is preferred.
• Knowledge of UN Regulations and Rules, government directory, NGOs, UN agencies or embassies is an asset.
• Prior experiences in liaising with Ministries and good understanding of protocol are desirable.
• Experience in front office management is an asset.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) is required.
• Experience in handling of web-based management systems is highly desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

• Please note that the closing date is midnight Copenhagen time (CET)
• 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.
• Preference will be given to equally qualified women candidates.
• 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.