VdE | Assistente Administrativa | UNOPS
Summary of Key Functions:
- Administrative support
- Logistics and asset management support
- Travel and transport support
- Support to knowledge building and knowledge sharing
Administrative support:
- Handle routine administrative and process issues related to the project.
- Provides administrative support to organising conferences, workshops, retreats.
- Assist in the production of training documentation and reporting.
- Records and issues minutes of meetings.
- Petty cash management.
Logistics and asset management support:
- Conducts physical inventory checks, drafting periodic inventory and asset reports.
- Registers assets on electronic systems.
- Acts as a custodian for management of office stationery and other 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.
Travel and transport support:
- Processes travel transactions (authorisations 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.
- Prepares documentation for security clearances, processes hotel reservations, organises airport pickups, hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.
Knowledge building and Knowledge sharing:
- Maintains project’s documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, archiving.
- Maintains project’s drive and ensures adequate and complete filing by project team.
Impact of Results:
The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/project. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements:
Education:
- Completion of secondary school is required.
- First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
- In the absence of a degree, administrative certification is an asset.
Experience:
- A minimum of 3 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.
- Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages.
- Some experience in UN system organizations is desirable.
Language Requirements:
- Full working knowledge of English, and Portuguese is required.
- Knowledge of a second UN or regional working language is an asset.
