Administration Senior Assistant
Organizational Context
The UNOPS Global Portfolios Office (GPO) operates globally, with hubs in New York, Geneva, and Vienna, leading multi-regional initiatives in sustainable development, climate action, and peacebuilding. It collaborates with governments, financial institutions, and UN agencies to deliver project management, fund management, hosting, and HR support across over 130 countries, aligning with the Sustainable Development Goals.
Job Purpose
The Administration Senior Assistant is responsible for supporting office operations through the accurate and efficient execution of standard administrative processes. This role ensures high-quality outcomes by managing various administrative functions, contributing to the smooth functioning of the office and supporting the delivery of UNOPS' strategic priorities. The position plays a key role in maintaining operational efficiency and providing essential support services within the organization.
Responsibilities
Provide comprehensive administrative support, including researching and analyzing data, preparing reports, and tracking deadlines. Manage event logistics, processing quotations, purchase orders, and payments. Oversee petty cash transactions and compile information for audits. Process travel authorizations, claims, visas, and other necessary documentation, ensuring compliance with UN regulations. Arrange travel logistics, including flights, accommodation, and customs clearance for shipments. Coordinate with UN departments on documentation for staff and visitors, and maintain relationships with government ministries. Manage inventory, serve as stationery custodian, and conduct facility maintenance assessments. Support knowledge sharing and capacity building in administrative and logistics functions.
Work Experience
Requires relevant experience in administration, logistics, operations, or related fields, along with proficiency in collaboration tools (e.g., MS Office, G-Suite) and web-based management systems. Experience in multicultural environments or UN system organizations is desirable.
Skills
Communication, Data Analysis, Document Management, General Administration, Inventory Management, Logistics Management, Travel Management