Administrative Associate

About the role

The Administrative Associate provides comprehensive administrative and logistical support to the Regional Office, ensuring smooth operation of meetings, workshops, events and day‑to‑day office activities. Reporting to the Deputy Regional Director, the role combines office management, programme assistance and travel & procurement coordination.

Key responsibilities

• Arrange logistics, administration and finance for meetings, workshops, events and missions.
• Maintain office stationery inventory, distribution logs and supply ordering.
• Manage the Deputy Regional Director’s calendar, schedule appointments and coordinate with the Executive Associate on priority actions.
• Support premises maintenance, common services and confidential e‑filing.
• Assist in preparing programme work plans, budgets, proposals, briefing materials and audit documentation.
• Create requisitions, register goods receipts and follow up cost‑recovery bills in the Quantum system.
• Organise travel for the Deputy Regional Director and programme teams, process travel requests, claims and maintain a travel‑cost database.
• Review procurement submissions, contribute to procurement plans and support the preparation and evaluation of tenders.

Required profile

• Minimum six years of senior‑level administrative experience.
• Proven ability to handle confidential information and manage high‑volume calendars.
• Familiarity with UN‑style travel and procurement policies.
• Strong organisational skills and attention to detail.

Required skills

• PowerPoint
• Quantum (procurement and finance system)