1. Support implementation of office-related operational
procedures in full compliance with UNOPS rules, regulations, policies and
strategies:
●
Act
as point of contact for the office; maintain contact lists; respond to email,
telephone, or face to face enquiries
●
Carries
out general reception duties, that includes advising authorized visitors of the
location of the office they wish to visit and arrange escort there to.
●
Help
with staff requirements, administrative needs, overview of appointments, etc.
●
Produce
and distribute correspondence memos, letters and forms
●
Ensuring
operation of equipment by completing preventive maintenance requirements;
calling for repairs; maintaining equipment inventories; safe storage;
evaluating new equipment and techniques
●
Maintaining
supplies inventory by checking stock to determine inventory level; anticipating
needed supplies; placing and expediting orders for supplies; verifying receipt
of supplies
●
Acting as the point of contact for internal and
external clients/contractors
●
Carrying
out administrative duties such as filing, typing, copying, binding, scanning
etc.
●
Processing
of office-related invoices
●
Monitoring driver’s occupancy and
managing transportation requests and relevant calendar
●
Providing operational support to the office staff upon necessity
●
Proper maintenance, servicing and repair of all office vehicles for top
performance and safe operating conditions in accordance with UNOPS vehicle
management policy and procedures
●
Implementation of a repair and maintenance system for all office
equipment including EDP equipment, and generators, etc.
●
Assessment of contract services (cleaning, security, taxi, courier,
etc.) in view of improving service level and/or identifying better solutions
●
Assistance with timely and effective customs clearance
●
Administering the receipt of goods and equipment for the office,
inspection and report preparation.
2. Contribute to travel arrangements of the personnel,
including data entry and calculation support related to Daily Subsistence
Allowance (DSA):
●
Preparing
and calculating Daily Subsistence Allowance (DSA) according to UNOPS’ Travel
Policies and procedures, based on transmitted DSA documents
●
Supporting
review of DSA documents for accuracy
●
Providing
guidance and support to personnel on DSA processes, procedures and regulations
●
Answering
queries and resolving routine administrative and process issues; escalates
non-routine queries and issues to supervisor
●
Supporting
maintenance and easy-retrieval of relevant administrative documents (hardcopy
and digital) and periodic reports on service delivery, ensuring both accuracy
and safekeeping of confidential materials
●
Assisting
in creation and updates of DSA Calculation templates
●
Performing
other DSA-related tasks, as required, and as specified by either the direct
supervisor or team leader