Administration Senior Assistant

Under the direct supervision of the Head of Supply Chain and under the overall guidance from the Head of Support Services, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work

In accordance with the operational requirements of the Haiti Country Office, the Administration Senior Assistant greets visitors/clients and answers all incoming telephone calls in a professional manner. Within this role, they must know, practice and ensure UNOPS policies and procedures are followed at all times. In addition, they ensure that no critical information is inappropriately divulged to unauthorized parties.

1. Administrative Support

2. Travel and Logistics

3. Front Desk / Receptionist

4. 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.

• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of unit.

• Assists the Head of Supply Chain and other departments on other secretarial/clerical tasks such as drafting letters, etc.

• Performs other clerical receptionist duties such as filing, photocopying, transcribing and faxing.

• Maintains good relations, correspondence, and word processing. Provides administrative support to all functions within the office as needed.

2. Travel 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 and purchase orders for travel activities, 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 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 permit, security requirements, health, etc.

• Makes the necessary arrangements with UN departments for official documentation to be provided for import/export or transfer of goods.

• Establishes and maintains efficient working relationships with government ministries.

• Provides accurate and comprehensive information to personnel on the supporting documents needed for themselves and their dependents, and import/export or transfer of goods; updates list of the required documents made available to each personnel/unit.

• Monitors individual sheets to track the status of submitted documentation for each personnel and dependents, ensuring that official documentation matches the announced schedule.

• Ensures accurate information is provided to the individual/unit upon request on administrative steps required and the status of their project file.

• Provides accurate and timely information on processes and pending issues to the concerned individuals/unit. 

• Supervises transportation services, including client service, regular vehicle maintenance, insurance, and monitoring of consumption, as required.

• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; updates and maintains vehicle history reports.

• Processes payments for external services.

3. Front Desk (Receptionist)

• Greets and welcomes guests as soon as they arrive at the office.

• Directs visitors to the appropriate person.

• Answers, screens and forwards incoming phone calls.

• Ensures reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, and brochures).

• Provides basic and accurate information in-person and via phone/email.

• Receives, sorts and distributes daily mail/deliveries .

• Maintains office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).

• 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.

• 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.

• Performs any other duties linked to the front desk / reception area inventory.

4. 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 lessons learnt and dissemination of best practices in administration.

• Provides feedback, ideas, and contributes to internal knowledge about processes and best practices.

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.

Qualifications and Experience

Education

• Completion of secondary education  is required. 

• A first-level university degree (e.g. Bachelor) in Business Administration, Public Administration, or equivalent disciplines is desirable but not required, and may be considered as a substitute for four years of qualifying experience.

Work Experience 

• A minimum of five years of relevant experience in administration, operations or other relevant area is required.

• Ability to use Google Suite and handle web-based management systems is required.

• Experience in UN system organizations is an asset.

Languages

• Fluency in French is required.

• Intermediate level of English is required.

1. Contract type: Local Individual Contract Agreement (LICA)
2. Contract level: Local ICA Support, ICS-5 / LICA-5
3. Contract duration: Ongoing contract, subject to organizational requirements, availability of funds and satisfactory performance.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.