Administration Assistant

About the role

UNOPS is looking for an Administration Assistant to process standard administrative, travel and procurement transactions in compliance with its rules and procedures. The role supports office and project personnel, keeps accurate records and contributes to the efficient running of the regional office.

Key responsibilities

• Provide administrative and asset management support, including arranging local and international travel and following up on reimbursements for mobile services and other expenses.
• Handle protocol issues and requests for official documentation, and prepare inventory lists and property records for the office and projects.
• Administer receipt of goods and equipment, including inspection and reporting, and file documents in line with policy.
• Organize meetings, conferences and visits, advise on support service entitlements, and provide logistical support to visiting missions.
• Coordinate with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Support travel administration: prepare quarterly travel plans, review travel authorizations and claims, assist with domestic and international bookings, visa requirements and flight bookings, process travel expense payments, maintain the travel register, visa tracker and travel directory.
• Support procurement: receive quotations and bids, take part in technical and financial evaluations, create purchase orders, requisitions and payment requests in the UNOPS ERP, register suppliers and monitor deliveries and payments.
• Support training and learning on support services, share lessons learned and best practices, and liaise with MCO, HQ and UN system units on pending issues.

Required profile

• Secondary school diploma or high school diploma with at least four years of relevant experience in administration, travel management or a related field.
• Bachelor's or Master's degree with no work experience; a university degree in Business Administration, Public Administration or a related field is desired.
• Certification in Office Administration or a related field is desired.
• Prior experience with the UN system or an international NGO is desired.

Required skills

• Computer literacy and skills are required.
• Use of the UNOPS ERP for procurement and requisitions.