Administrative Associate

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Job Description

The Administrative Associate will be part of a dynamic and agile support team in the Executive Office (EO), which supports the Executive Director, the two Deputy Executive Directors, and the Chief of Staff.

The Administrative Associate will provide dedicated support to the Executive Director and the entire Executive Office on logistical, financial, and administrative matters.

The incumbent will play a pivotal role in ensuring effective and efficient support to the entire Executive Office team and needs to be a proficient user of UNOPS systems and the suite of google applications.

Key competencies to fulfil this role and responsibilities are: agility, results orientation, solution focussed, and effective communication. .

As the incumbent will engage directly with a variety of internal and external stakeholders the incumbent will be expected to act in accordance with the UN values of inclusion, integrity, humility and humanity at all times and throughout all areas of work and interactions.

Functional Responsibilities:

Under the overall guidance and direct supervision of the Management Advisor, the incumbent will be responsible for the following:

Travel and logistics arrangements for the Executive Director and other Executive Office personnel

Arrange all travel-related matters for the Executive Director, the Chief of Staff, and support/advisory personnel in the Executive Office, including ensuring appropriate security arrangements, booking of flights and hotels, processing requests for visas, etc
Serve as the Executive Office focal point for UNOPS travel agent and help implement changes to travel plans, also when changes happen with short notice.
Process travel authorizations, travel claims, and DSA in UNOPS ERP system (oneUNOPS).
Ensure that all travel activities are compliant with UNOPS policies, rules and procedures, and maintain accurate records of transactions and related correspondence

Finance, procurement and administration

Provide procurement support such as obtaining quotations, bids or proposals, participating in evaluations, creating purchase orders (POs) and receipts in UNOPS ERP (oneUNOPS). Liaise with the appropriate counterpart expert in procurement for advice, in order to ensure compliance with applicable policies, rules and procedures and the best use of resources.
Ensure timely processing and payments of all office administrative expenditures and manage the Executive Office prepaid card, liaising with other teams, when necessary, and maintain accurate records of transactions.
Assist in the preparation of the administrative budget for the Executive Office, and process budget revisions and GLJEs, as and when needed.
Compile data, using UNOPS ERP system, to prepare accurate financial reports to facilitate continuous monitoring of expenditure and ensure alignment with approved budgets and work plans.
Support the monitoring of contracts for retainers and consultants associated with the Executive Office.
Provide administrative and logistical support for a range of Executive Office meetings, involving internal and external stakeholders (in-person and online/video).
Coordinate matters related to the Executive Office space, including ensuring the provision of office supplies and equipment, and engage with relevant teams (HQ admin and ICT) when technical support is required by members of the Executive Office team.

Communication and knowledge management

Assist with preparing correspondence and responding to external requests on behalf of the Executive Director, as and when needed, ensuring adherence to appropriate protocol and correspondence guidelines.
Maintain a detailed filing system to ensure structured filing of relevant communication on behalf of the Executive Director.
Routinely communicate with UNOPS country offices and other UNOPS teams, including for matters related to exchange of letters, host country agreements, and issuance of memos.
Build and maintain Standard Operating Procedures (SOPs) to document key processes within the Executive Office.
Proactively share/seek information and knowledge with/from colleagues and through relevant networks to contribute to a culture of learning and continuous improvement.
Support onboarding of new colleagues, as and when needed.
Contribute to the team effort in calendar management for the Executive Director and related tasks, as instructed by the supervisor.

Education/Experience/Language requirements:

Education:

High School Diploma is required.
First Level University Degree (Bachelor’s or equivalent) is desirable and can substitute to 4 years of experience.
Advanced university degree (Master’s or equivalent) is desirable and can substitute to 6 years of experience.

Experience:

With a high school diploma, 6 years of relevant experience in providing support and assisting executive leadership teams is required.
Proven experience with the use of ERP system and Google suite applications is required
Proven experience in the application of UNOPS policies, rules and procedures is an asset.
Proven experience in using Google Sheets (including pivot tables) is highly desirable.

Language requirements