Administration Senior Assistant

• Support the New York Portfolios Office (NYPO) Senior Management with general clerical administration as required as additional surge capacity.
• Greet clients and visitors with a positive, helpful attitude
• Ensure that documents, crucial letters and other relevant o crucial correspondence) are properly submitted to different partners and are digitally field.
• Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored.
• Support the office to manage the NYSC 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.
• 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, request for proposals (RFPs) and supplier profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with Finance department.
• Provide ad hoc support to New York Liaison Office (NYLO) and Legal Office on administrative tasks.

 Monitoring and Progress Controls

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

• 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

Required Experience

• Minimum of five 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 (MS Office) and experience in handling of web-based management systems is required.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• Some experience in UN system organizations is desirable.
• Experience in use of enterprise systems including OneUNOPS is desirable.

 Language

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