Admin Senior Assistant - Internal Vacancy Announcement

Job content

Functional Responsibilities:

THIS IS AN INTERNAL VACANCY FOR WHICH ONLY CURRENT UNOPS PERSONNEL ARE ELIGIBLE FOR CONSIDERATION.

• Administrative Support
• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
• 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.
• Compiles information for periodic audits.
• Petty cash management.
• Travel and Logistics
• 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
• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
• 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
• Establishment and maintenance of efficient working relationships with government ministries.
• 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
• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
• 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
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Inventory, Asset Management, Custodial, Common Premises, and general Support
• Conducts physical inventory checks, drafting periodic inventory and asset reports.
• Acts as a 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.
• Conducts and reports on surveys of office maintenance needs as well as client satisfaction
• Collects information for administrative surveys in support of the organization of common services.
• Knowledge building and Knowledge sharing
• 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
  

Education: c. Languages

• Education
• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable.
• In the absence of a degree, administrative certification is an asset
• Experience
• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations. A relevant Bachelor or Master’s degree may be considered in lieu of some or all the required years of relevant experience.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is an asset.
• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language, particularly French, is an asset
  

Additional Considerations

THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO HAVE THE RIGHT TO L...

THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO HAVE THE RIGHT TO LIVE AND WORK IN SWITZERLAND MAY BE CONSIDERED.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

Experience: c. Languages

• Education
• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable.
• In the absence of a degree, administrative certification is an asset
• Experience
• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations. A relevant Bachelor or Master’s degree may be considered in lieu of some or all the required years of relevant experience.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is an asset.
• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language, particularly French, is an asset