Administration Associate

tendersglobal.net

Job Description

The Administrative Associate will work in a unit of 14 people, alongside the Cha…
Functional Responsibilities:
Under the direct supervision of a Chair CPC, the Associate is responsible for the following, in conjunction with the other associates:

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

Review Board Documentation:

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.

Knowledge Management

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.

Corporate function and services:

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

Education/Experience/Language requirements:
Education :

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.

Work 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.

Languages:

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

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27498#0

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