Administration Associate

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Description

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• Review Board Meetings
• Arrange and coordinate Committee meetings
• Establish the Committee agenda in cooperation with the Chair
• Review submissions prior to Committee meetings, and if necessary request clarifications, and/or additional information from submitting officers
• Ensure timely and efficient distribution of submissions and relevant documentation to the participating Committee members

• Attend Committee meetings and note the panel’s discussions
• After each meeting, communicate any queries from the Committee to submitting officers and follow up as required.
• Prepare and distribute a draft of the official minutes and recommendations of the meetings and obtain clearance of this document by a majority of participating Committee members.
• Follow up clearance by all participating members; promptly forward these to the Chair for her/his actions.
• Ensure the maintenance of a permanent record of all Committee minutes/recommendations and submissions reviewed by the Committee.
• Prepare Committee-related correspondence, including answering queries from the Secretaries of the regional Contracts and Property Committees.

• Compile statistics on submissions as requested
• Maintain the HQCPC intranet page as requested
• Input and update accurate data and information to institutionalize and disseminate knowledge. 
• Use technology, electronic systems and tools to initiate work, share information with colleagues 
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize these productively.

• Positive, patient, constructive communication with members, submitting officers and other stakeholders.
• Positive contribution to teamwork and collaboration with members and CPC team.

• Completion of secondary school or equivalent is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for some of the required years of experience.     

• With a high school degree 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations are required.
• A good understanding of UNOPS/UN procurement principles and UNOPS’ role and mandates, preferably with associated field experience.

• Full working knowledge of English is required 
• Knowledge of French or Spanish is highly desirable.
• Knowledge of another official UNOPS language is an asset.

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