Administrative Associate (Internal Candidates Only)

Under the overall guidance and direct supervision of the Management Advisor, the incumbent will be responsible for the following:  

1. Travel and logistics arrangements for the Executive Director and other Executive Office personnel

• Arrange all travel-related matters for the Executive Director, the Chief of Staff, and support/advisory personnel in the Executive Office, including ensuring appropriate security arrangements, booking of flights and hotels, processing requests for visas, etc

• Serve as the Executive Office focal point for UNOPS travel agent and help implement changes to travel plans, also when changes happen with short notice.

• Process travel authorizations, travel claims, and DSA in UNOPS ERP system (oneUNOPS). 

• Ensure that all travel activities are compliant with UNOPS policies, rules and procedures, and maintain accurate records of transactions and related correspondence

2. Finance, procurement and administration

• Provide procurement support such as obtaining quotations, bids or proposals, participating in evaluations, creating purchase orders (POs) and receipts in UNOPS ERP (oneUNOPS). Liaise with the appropriate counterpart expert in procurement for advice, in order to ensure compliance with applicable policies, rules and procedures and the best use of resources.

• Ensure timely processing and payments of all office administrative expenditures and manage the Executive Office prepaid card, liaising with other teams, when necessary, and maintain accurate records of transactions. 

• Assist in the preparation of the administrative budget for the Executive Office, and process budget revisions and GLJEs, as and when needed.

• Compile data, using UNOPS ERP system, to prepare accurate financial reports to facilitate continuous monitoring of expenditure and ensure alignment with approved budgets and work plans.

• Support the monitoring of contracts for retainers and consultants associated with the Executive Office.

• Provide administrative and logistical support for a range of Executive Office meetings, involving internal and external stakeholders (in-person and online/video). 

• Coordinate matters related to the Executive Office space, including ensuring the provision of office supplies and equipment, and engage with relevant teams (HQ admin and ICT) when technical support is required by members of the Executive Office team.  

3. Communication and knowledge management

• Assist with preparing correspondence and responding to external requests on behalf of the Executive Director, as and when needed, ensuring adherence to appropriate protocol and correspondence guidelines.

• Maintain a detailed filing system to ensure structured filing of relevant communication on behalf of the Executive Director.

• Routinely communicate with UNOPS country offices and other UNOPS teams, including for matters related to exchange of letters, host country agreements, and issuance of memos.

• Build and maintain Standard Operating Procedures (SOPs) to document key processes within the Executive Office.

• Proactively share/seek information and knowledge with/from colleagues and through relevant networks to contribute to a culture of learning and continuous improvement. 

• Support onboarding of new colleagues, as and when needed.

• Contribute to the team effort in calendar management for the Executive Director and related tasks, as instructed by the supervisor.