Administration Assistant

The incumbent of this position will be a personnel of UNOPS under its full responsibility.

• Assist with clerical and administrative duties, including but not limited to the following: obtain quotations, organize transport for participants in the training events, maintain financial records and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, and be the focal point of communication in the county between the relevant partners.
• Respond to partner queries and forwarding queries to UNOPS Project Management Support-Associate-Field Coordination to respond as necessary.
• Assist in the production of training documentation.
• Assist in the preparation of pre and post training activities and reporting.
• Support training events activities.
• Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
• Resolution of routine administrative and process issues, referring complex issues to the Project Management Support-Associate-Field Coordination with recommendations for course of action.
• Use of technology and electronic systems and tools to initiate work, share information with project staff and stakeholders.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

• A high school diploma with four (4) years of relevant experience is required.
• A professional or technical diploma with two (2) years of relevant professional experience, may be accepted.
• A Bachelor’s Degree with no work experience may be considered.

• Relevant experience is defined as  experience working in administration, project support, or a similar role.

• Experience in planning and coordination will be an added advantage.
• Experience in Google Suite applications will be an asset.

• Fluency in English (write, read, talk) is required.
• Fluency in Russian is highly desirable.
• Fluency in Chinese would be an asset, as would knowledge of an additional UN language.

• 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 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.