Operations Assistant

tendersglobal.net

Job Description

Internal contacts take place with relevant staff and managers in field offices, project offices and at headquarters; they aim to provide operational and administrative support and to exchange information on specialized procedures and methods relating to service delivery. The incumbent works in liaison with various administrative units to prepare requests, obtain authorizations, execute administrative actions and ensure follow-up.

External contacts take place mainly with counterparts of United Nations agencies and other international organizations, embassies, permanent missions and relevant authorities; they are intended to request or provide information for the resolution of pending issues. The incumbent also liaises with service providers to follow up on pending issues.

Essential Functions and Responsibilities:

Depending on the needs and priorities of the office where the position is to be filled, the incumbent will provide services relating to the following responsibilities:

Provide a set of administrative and/or operational support services. Contribute to the harmonious and efficient functioning of the work unit by assessing needs, organizing and executing tasks to be accomplished accordingly and proposing improvements to work processes.
Prepare, write and finalize general and administrative correspondence. Control the quality of outgoing documents (accuracy of content, grammar, style and compliance with applicable standards). Perform informal translations.
Maintain the work unit’s official travel plan. Make necessary travel and accommodation arrangements, coordinate formalities related to visa and security requirements and process administrative transactions.
Ensure the preparation, processing and monitoring of administrative actions in the areas of human resources and finance, verifying that the information complies with applicable standards. Enter complete data into the enterprise resource planning system (ERP). Perform other support functions in the areas of human resources and finance, as required. Responsible for the arrangements to be made for the arrival and/or departure of civil servants (travel, security clearances, visas, transport of personal effects and other benefits and allowances) and follows up with the competent authorities if necessary.
Execute operations for the purposes of authorization and commitment of expenses. Prepare inputs, generate reports, extract data and compile them, in order to support the optimal use of budgetary resources and the preparation of program and budget and work plan documents.
Coordinate and provide a range of administrative and financial support services for meetings, workshops and other events. Ensure, within the stipulated deadlines, the establishment, translation, publication and dissemination of documents (presentation materials, information files and related documentation). Write meeting minutes and monitor the implementation of decisions taken.
Ensure that the work unit’s filing systems are up to date, accessible and efficient. Update websites and databases. Collect, synthesize and present information and data on specific topics.
Keep informed of developments in rules, regulations, policies, procedures and administrative directives, and inform staff by providing further details as necessary. Provide guidance to less experienced staff, particularly regarding applicable standards and working methods if necessary.
Perform and/or coordinate other general administrative duties, such as those relating to attendance and absence records, office space, registration, inventory and purchasing.
Perform other relevant duties as requested.

When the position to be filled is that of assistant to the director, in addition to a set of functions among those mentioned above, the incumbent must perform the following tasks:

Provide and/or coordinate various administrative and office support services to help the director ensure the smooth running of the office. Keep informed of important events and office activities, and notify appropriate staff.
Keep the director’s schedule up to date. Review and respond to appointment requests based on priority and urgency. Coordinate requests from high-level visitors and establish information programs. Receive visitors and respond in a timely manner to inquiries made in person, by telephone or by email.
Review correspondence and requests received, including correspondence of a confidential and sensitive nature, and provide necessary input to the Director in anticipation of his/her needs, ensuring that important matters are addressed. immediately brought to his attention. Prepare and/or review correspondence to be signed by the director, ensuring compliance with applicable standards.
Ensure timely and effective follow-up to inquiries, briefings and other activities initiated by the Director’s office, in liaison with relevant staff members, as appropriate applicable.
Maintain contact with ministers, government officials, employers’ and workers’ organizations, national and/or regional or subregional institutions, United Nations agencies and other international organizations as well as with members of the diplomatic corps, and maintain lists of these contacts.
As the office focal point for the talent management system, provide support to the director with regard to measures to improve compliance with the various modules of this system by verifying the degree of compliance office staff and following up the matter with relevant staff and managers, as necessary. Provide first level guidance and assistance, escalate more complex issues, generate reports and follow up as appropriate.

Minimum requirements: