Administration Assistant

ABOUT THE COMPANY

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.

Job Specific Context

This position operates within the Africa regional office of UNOPS in Nairobi. The role is crucial for ensuring the smooth execution of administrative, travel, and procurement processes, directly contributing to the operational efficiency and effective delivery of services in a dynamic regional environment.

Role Purpose

The Administration Assistant processes standard administrative, travel, and procurement transactions, ensuring full compliance with established rules and procedures. S/he provides essential support to office and project personnel, maintaining accurate records and contributing to the efficient functioning of the regional office.

Functions / Key Results Expected

1. Ensures provision of reliable administrative and asset management support

Supports the arrangement of local and international travel for office and project personnel.

Follows up on payment of reimbursement to project personnel for use of mobile services and other expenses.

Provides support with respect to protocol issues and requests for official documentation.

Prepares accurate and regular monitoring and updates, as required, inventory lists and adequate property records for the office, as well as for projects.

Assists with other support service matters.

Administers the receipt of goods and equipment for the office and projects, including inspection and report preparation.

Files administrative documents in line with the policy.

Assists in the organization of meetings, conferences, and visits.

Provides advice on support services entitlements and regulations in accordance with UNOPS rules.

Provides logistical support to visiting missions and personnel.

Supports liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space, and other administrative matters.

2. Support travel administration

Assists in the preparation and implementation of Quarterly Travel Plans.

Prepares and/or reviews Travel Authorizations (TAs) and verifies that travel claims are fully documented.

Assists in all domestic and international bookings, including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings, and related tasks.

Processes requests for payments, including timely payment of travel expenses to personnel and visitors.

Registers each activity on the Travel Register in accordance with Standard Operating Procedures (SOP).

Processes requests for visas and liaises with travel agents and/or national missions to ensure the timely processing of visas.

Maintains the visa tracker up-to-date and takes action on visa extension/renews as and when needed.

Maintains an up-to-date travel directory of all travels undertaken.

3. Procurement support

Provides procurement support, such as but not limited to receiving quotations, bids or proposals, participating in evaluations both technically and financially, creating purchase orders (POs), receipts, and requests for payments in oneUNOPS (ERP system).

Initiates requisitions for goods and services and creates requisitions in the UNOPS ERP.

Registers supplier details in UNOPS ERP.

Monitors and records deliverables of goods and services and ensures timely payments.

4. Knowledge building and knowledge sharing

Provides support to the organization, facilitation, and/or delivery of training and learning initiatives for personnel on Support Service topics.

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

Collects feedback, ideas, and internal knowledge about processes and best practices and utilizes productively.

Liaises with relevant MCO, HQ, and UN system units to exchange information and follow up on pending issues.

Education Requirements

Required:

Secondary School Diploma or High School Diploma with a minimum of four (4) years of relevant experience.

A Bachelor’s or Master’s degree with no work experience.

Desired:

A university degree in Business Administration or Public Administration or related field.

Certification in Office Administration or related field.

Experience Requirements

Required:

Minimum of four (4) years of relevant experience in administration, travel management, or a related field with a secondary school diploma.

Computer literacy and skills are required.

Desired:

Prior experience with the UN system or an international NGO.

Language Requirements

English: Fluent (Required)

French: Basic (Required)

Skills

Administrative Assistance, Computer Literacy, Data Entry, Filing, Office Administration, Organizational Effectiveness, Records Management

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