Administration Senior Assistant

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Description

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Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

• The Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. PSC administers, provides support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the PSC Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.
• The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York.  The SDC has a footprint of approximately 125 countries.
• Under the overall guidance and supervision of the ICT Associate, the Administration Senior Assistant 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 Senior Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

• The Administration Senior Assistant will be responsible for the following duties:
• 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.

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

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.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28760

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