Administration Associate

Under the overall guidance and supervision of the ICT Associate, the Administration Associate provides the overall administration and execution of varied and inter-related operational and logistical activities at the New York Office, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality and results-oriented approach.This role combines traditional reception responsibilities with helpdesk support to address general inquiries and assist with troubleshooting basic office or IT-related issues.

Functional Responsibilities

The Administration Associate will be responsible for the following duties:

Liaison Duties

• Visitor Management: Welcome all visitors, ensure they sign in and provide them with relevant security badges. Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored
• Phone Handling: Answer incoming calls and direct them to the appropriate departments or individuals.
• Mail and Package Handling: Receive and distribute mail and packages to the relevant departments or personnel.
• Meeting Room Coordination: Schedule and prepare meeting rooms as needed, ensuring all equipment is functional.

Administrative Support

• Ensure that documents, crucial letters and other relevant or important correspondence) are properly submitted to different partners and are digitally field.
• Support Global Portfolio Office (GPO) and New York Portfolios Office (NYPO) Senior Management with general clerical administration as required as additional surge capacity
• Support the office to manage the GPO and NYPO office calendar to ensure all meetings (global and New York based), trainings and events are captured for the year ahead and updated on a regular basis.
• Manage the office premises and ensure that the premises are well maintained and initiate necessary requests for office repair and maintenance ensuring Health, Safety, Social and Environmental (HSSE) compliance.
• Be a focal point with the building management for any office related issue with the floor/building.
• Manage overall administration for the NYO in terms of managing subscriptions/payments, procuring office supplies etc.
• Act as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Assist with various other administrative assignments as they arise such as mobile phone bills, courier bills and other recurring charges.
• Assist with administrative arrangements, workshops, meetings and conferences organized by NYO, including in the logistical planning and procurement of services.
• Petty cash management as needed by the office
• Creation of Purchase Orders, RFPs and Vendor Profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with the Finance department.
• Provide ad hoc support to the New York Board and External Relations Office (NYBER) and Legal Office on administrative tasks.

Helpdesk Support

• General Inquiries: Address routine inquiries from staff, including directions, office policies, and basic troubleshooting.
• IT Equipment Support: Assist in setting up equipment (such as laptops, printers, and projectors), and troubleshoot minor technical issues.
• Office Supplies Management: Monitor and maintain office supplies, coordinating orders as needed to ensure stocks are adequate.
• Service Requests: Log and track requests for IT, facilities, or maintenance support, following up to ensure resolution.

Monitoring and Progress Controls

• Online Performance Evaluation Report (PER) will be used to monitor and register performance throughout the contract duration.
• Ad-hoc meetings with supervisor.

Education/Experience/Language requirements:

Education:

• Completion of secondary school is required.
• A first-level university degree in business administration, public administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset

Work Experience: 

Required Experience:

• Minimum of six years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
• Proficiency in computers and office software packages (specially in G-suite) and experience in handling of web-based management systems is required.
• Some experience in UN system organizations is desirable.
• Experience in the use of enterprise systems including One UNOPS is desirable.

Language:

• Fluency in English (write, speak, read) is required
• Knowledge of another UN working language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29326#2