Administration Assistant

Organizational Context

The UNOPS Global Portfolios Office (GPO) operates globally, with hubs in New York, Geneva, and Vienna, focusing on sustainable development, climate action, and peacebuilding. The Geneva office specifically supports various global programs, including the Water, Environment, and Climate (WEC) Portfolio, and provides services to partners like the European Commission for initiatives such as the Global Covenant of Mayors for Climate and Energy (GCoM).

Job Purpose

The Administration Assistant provides essential executive and administrative support to the team, ensuring the smooth operation of the office and effective project execution. This role is crucial for managing daily administrative tasks, including calendar and travel coordination, protocol adherence, and organizing meetings, workshops, and events. The position directly contributes to efficient project planning and monitoring by maintaining accurate records, facilitating logistics, and providing high-quality administrative services. The incumbent's strong organizational skills and client-focused approach are vital for supporting senior management and stakeholders, ultimately enabling the team to achieve its objectives in advancing sustainable development and climate action initiatives.

Responsibilities

Provide comprehensive administrative support for project planning, implementation, and monitoring, adhering to UNOPS rules and SOPs. Assist in preparing reports, briefing materials, and meeting notes, and maintain project tracking tools and archives. Coordinate logistics for meetings, workshops, and events, including travel, accommodation, catering, and security arrangements. Process travel authorizations, expense claims, and reimbursements accurately and in line with policies. Support procurement processes by preparing requisitions and purchase orders, and maintain organized documentation for financial and administrative activities. Assist in operational and financial monitoring of projects. Offer administrative and logistical support to senior management, including scheduling and mission planning. Facilitate meeting coordination, take notes, and follow up on action points. Process operational advances and other administrative transactions. Ensure office facilities and services are well-maintained for a productive work environment. Participate in knowledge-sharing initiatives and contribute to drafting reports and summaries.

Work Experience

Required experience includes administration services and project support within an international context, along with proficiency in collaboration tools (e.g., MS Office, G-Suite) and ERP/web-based management systems. Desirable experience includes working in multicultural or UN system environments, EU-funded project implementation, prior UNOPS experience, or experience in development or humanitarian contexts.

Skills

Communication, Data Analysis, Document Management, General Administration, Project Planning

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