Under the direct supervision of the Chair, the Administrative Assistant is respo...
Under the direct supervision of the Chair, the Administrative Assistant is responsible for the following, in co-ordination with the Joint Administrative Associates:
∙ Prepare agenda for HQCPC, and arrange the logistics of the meetings, including photocopying and circulation of the material to be reviewed.
∙ Preliminary screening of submissions and follow up with the submitting officers regarding any basic missing supporting documents.
∙ Maintaining the schedule of panel members and advisers to attend each meeting. ∙ Prepare recommendation memo in respect of each meeting with the details of each requested award and the Committee’s recommendation.
∙ Promptly forwarding on to the submitting officer the minutes of the HQCPC meeting and the decision made by the Executive Chief Procurement Officer.
∙ Compilation of statistics.
∙ Regularly updating the HQCPC intranet page.
∙ Maintain online records for easy reference and retrieval. Close all files and final reports on systematic basis.
∙ Searching through past submissions and records to respond to requests from audit or legal teams.
∙ Manning the shared HQCPC mailbox with the Administrative Associates and responding to queries within the Administrative Assistant’s domain of responsibility.
∙ Draft standard replies to queries, advice, statistics etc, and seeking critical input from all parties concerned.
∙ Prepare reports, charts, graphs and tables applying skills in use of technology and information system in the organisation. Ensure accuracy and compliance with UNOPS format and style.
∙ Post meeting management of cases.
∙ Interact with colleagues to exchange information on operational issues and seek co operation. Resolve routine operational and process problems and refer complex issues to supervisor with recommendations for courses of action.
∙ Perform other related duties as required.