Administration Senior Assistant

This position will be based in Tigray region-Mekelle to support the implementation of the World Bank funded  Project  that aims to rehabilitate health, education, infrastructure etc facilities in the region. 

Under the direct supervision of the Support Services Senior Officer, the Administration Senior Assistant acts as the  project Administration focal point and provides assistance in the execution of administrative services for the World Bank project as well as the Mekelle office. S/he promotes a client-oriented approach consistent with UNOPS rules and regulations.

The Administration Senior Assistant works in close collaboration with world bank Project teams for resolving administration-related issues and information exchange.

2. Travel and transport support:

• 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 and purchase orders for travel activities, payments, and contracts.

• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.

• Accurate and timely information on processes and pending issues regarding travel 

• Supervises external contractor for transportation services, including client service and processing of invoices.

• In liaison with the Logistics unit, supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

3. Custodial, Common Premises, and General Support

• Acts as a 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

• Collects information for administrative surveys in support of the organization of common services.

• Contract management of office common services ensuring quality and compliance.

4. Knowledge building and Knowledge sharing

• Maintains admin documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, archiving.

• 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 office documentation including records and files, ensuring safekeeping of confidential materials.

• Any other tasks assigned by the supervisor.

Education:

• Secondary school (High School) Diploma is required.

• First University Degree (Bachelor or equivalent) in Business Administration, Public Administration, or equivalent disciplines is an asset, but is not required.

Experience:

• A minimum of  five (5) years of administrative/operational experience in administration with demonstrated capacity to meet performance indicators, and deliver results is required. 

• Experience in working with a range of stakeholders in developing countries is an asset

• Some experience in UN system organizations is desirable.

• Experience/knowledge of Google Suite products, especially google forms, sheets, docs and slides is an asset.

• Experience in use of Enterprise systems including OneUNOPS is desirable

Language Requirements:

• Fluency in written, reading and spoken English is required. 

• Knowledge of the local language (Tigrigna) language is an asset