Administration Associate

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Description

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• Manages petty cash for the office.
• Supports procurement of small supplies, the receipt of those supplies in the system and invoice processing.
• Supports the Admin Senior Associate (or any designated official) in providing general administrative support to the office. Support may include the management of premises, utilities, assets, facilities, etc.

• Supports travel planning for the whole office by liaising with personnel on their travel needs for coming periods.
• Prepares and coordinates visa support letters for travellers on UNOPS official travel and obtains necessary security clearances for them. 
• Supports the processing of permits for International personnel according to the laws of PNG. Submits data on the timeliness of this support as part of KPIs for Protocol Management.
• Conducts research on destinations and requests Travel Agent for provision of the most direct and economical routes.
• Maintains relationships with approved UNOPS travel agents.
• Ensures valid agreements exist with travel agents before any travel arrangement or transaction.
• Manages travel bookings for both UNOPS and non-UNOPS personnel going on official duty travel in accordance with UNOPS Travel Policy and Standard Operating Procedures and ensures compliance with applicable travel policies and practices.
• Provides policy-backed guidance, to personnel, on self-purchased tickets and process refunds in a timely manner after the travel is completed.
• Provides travel requirements to travellers  – such as visa requirements and mandatory inoculations required by health authorities.
• Raises Travel Authorizations (TA) for all travellers and verifies compliance with UN and UNOPS Travel SOPs. 
• Ensures that all travel is authorized by budget owners and that mission Terms of References are approved as appropriate.
• Follows up with travellers after the mission and ensures that mission reports are submitted, as necessary, in a timely manner.
• Checks and verifies document requirements for travel and maintains updated records on all travellers.
• Provides guidance to staff and personnel on travel entitlements, routes, rebooking, cancellations and payments.
• Coordinates travel bookings for personnel attending UNOPS-organised events.
• Handles travel issues, conflicts, complaints and refunds.
• Calculates daily subsistence allowances and Terminal Expenses.
• Liaises with the finance team on budget related estimates for tickets and DSA.
• File all relevant documents on participant travels in their respective folders.
• Compiles travel data as part of Key Performance indicators (KPIs) for the Travel Management.

• Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies;
• Implements the logistics system in accordance with UNOPS logistical procedures;
• Compiles vehicle utilization reports, on a monthly basis, and submits it to the supervisor.
• Compiles information on administrative services provided for cost-recovery bills;
• Provides transportation services, including managing drivers, regular vehicle maintenance, insurance, and consumption monitoring;
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report;
• Supervises external contractors for transportation services, fuel, maintenance including client service and processing of invoices;
• Reviews, proposes changes to and implements Vehicle Management systems and Standard Operating Procedures (SOPs);
• Provides support for VIP visitors, including secure convoy organization;
• Ensures provision of vehicles and/or driver(s) for transporting authorized project and management personnel;
• Track pertinent information for each individual official vehicle, such as insurance expiration date, motor number, licence expiration date, chassis number, maintenance history, etc.;
• Ensure that all drivers receive relevant training and development and that they have valid driving licences at all times;
• Conducts accident damage assessments, processes vehicle accident reports and raises damage reports as required;
• Advises project managers on fleet and logistical requirements;
• Ensures that all vehicles are licensed and insured as per the requirements of the host government, and that all vehicles are fully equipped in compliance with UNDSS requirements and recommendations;
• Ensures compliance from all staff/personnel with UNOPS Vehicle Management Policy as well as Health and Safety procedures. 
• Issues Invoices for authorized vehicle private use by personnel and reports any non-compliance.
• Review/process purchase requisitions for vehicle parts and supplies;
• Manage the UN Booking Hub.

• Facilitate the engagement and provision of high-quality  results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development;
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics;
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in human resources;
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

• Secondary education or high school diploma is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may substitute some of the required years of work experience.
• In the absence of a degree, administrative certification is an asset.

• Minimum of six (6) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations in combination with a high school diploma or equivalent is required.
• Experience in providing travel support in an international organization is an asset.
• Experience in Fleet management is a strong asset. 
• Some experience in UN system organizations is desirable.
• Proficiency in computers and Google Suites and experience in handling web-based management systems is desirable.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

• Full working knowledge of English is required.  
• Knowledge of another official UNOPS language is an asset

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