Administration Senior Assistant

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Description

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• Administrative Support
• Travel and Logistics support 
• Support capacity Building and Knowledge Sharing

• Working closely with the Programme Management Support Associate:
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
• Provides administrative support to conferences, workshops, retreats.
• Supports the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of POs.
• Collects and processes information for Certification of Payment from Technical Assistance Consultants/retainers in order to guarantee the prompt remuneration for services offered.
• Processes payment requests of services delivered.
• Acts as point of contact with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Maintenance of hard copy and electronic files, reference materials and confidential records as required.
• Supports in the preparation of the administrative budget plan for the office and collects information in support of the organization of common administrative services.
• Translation of simple correspondence, when needed.
• Supports, as needed, with grant related processes including document processing, payment requests, document filing and maintaining documents in the Grant Management System (GMS) (with guidance from the Grant Management Analyst).
• Provides administrative support to the wider Stop TB Partnership as requested by Team Lead, particularly during high-volume periods.

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
• Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions.
• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
• Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods.
• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit 
• Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file, 
• Accurate and timely information on processes and pending issues to the concerned individuals/unit

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

• Completion of secondary school is required. 
• A first university degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset

• Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations. 
• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

• Fluency in English is required.
• Knowledge of another official UNOPS language, in particular French and/or Spanish, is an asset.

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