Details
Mission and objectives
UNFPA is the lead agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2022-2025), reflects a changing world, and as we accelerate our efforts, transform our pro-grammes, and motivate new partners we will prioritize the needs of people left furthest behind – particularly those living in poverty or with disabilities, LGBTQI+ people and the most vulner-able women, girls and young people. And these results cannot be achieved without an in-creased focus on the rights and inclusive participation of women, adolescents and youth as agents of change. UNFPA remains firmly committed to achieving the three transformative re-sults by 2030 – ending the unmet need for family planning, ending preventable maternal deaths and ending gender-based violence and harmful practices. In order to achieve this bold and ambitious goals, we need to accelerate progress and transform how we do business in light of global changes including megatrends' that have changed the conditions under which we operate.
Context
The Administrative Assistant will deliver effective administrative support and front-desk services to internal and external clients. Demonstrating a client-oriented and results-focused approach, this role provides essential clerical support, manages the reception area, and assists with the logistical and administrative needs of the office.
Task description
Under the direct supervision and overall guidance of the Admin & HR Analyst, the Admin Assistant/ Receptionist shall provide effective administrative support and front-desk services to internal and external clients. Demonstrating a client-oriented and results-focused approach, this role provides essential clerical support, manages the reception area, and assists with the logistical and administrative needs of the office.
The Admin Assistant / Receptionist ensures the effective and efficient functioning of administrative systems in support of the programme and office management.
KEY RESPONSIBILITIES
1. Reception & Front Desk Management
o Act as the primary point of contact: welcome visitors, answer routine inquiries (in person or via phone), provide information, and promptly escalate requests to the relevant teams.
o Maintain a professional and welcoming environment in the reception area.
o Provide logistical and administrative support during meetings with external visitors.
o Systematically update and maintain the internal directory to ensure accurate staff contact information.
o Manning the telephone switchboard
2. Administrative & Clerical Support
o Review incoming correspondence, and route them appropriately.
o Contribute to maintaining the office filing system, assist in physical archiving and e-filing where necessary
o Produce minutes for operations meetings, capturing key decisions and action items.
o Provide general clerical support, including copying, binding, and scanning documents.
o Provide general administrative support to the operations team as required.
o Playing a key role in obtaining work permit visa, entry visa and other related documents for the PSRO personnel and dependents;
3. Logistics Coordination & Event Support
o Provide support in logistical and administrative arrangements required for the organization of workshops, meetings and other events.
4. Facilities Management
o Monitor the general outlook of the office including the meeting / conference rooms, to ensure the interior of the office and its surroundings are presentable, and clean
o Escalate building maintenance requirements to the relevant focal points for resolution.
o Monitor and ensure adequate stock of office supplies including stationery items, cleaning supplies and drinking water
o Manage the procurement of goods and services related to building maintenance and office supplies and maintain updated rosters for suppliers.
o Monitor and follow up on supplier invoices including utilities to ensure accounts remain current and accurate.
o Process payment requests related to building maintenance, utilities and office supplies, ensuring timely submission to the Finance department.
o Administer supplier registration and initiate requisition processes within the Quantum ERP system.
o Facilitate Asset Focal Point in asset management procedures, including annual certifications and inventory exercises.
o Serve as the Green Focal Point, assisting with the annual Greenhouse Gas (GHG) reporting and sustainability initiatives. Implement and monitor actions related to "Greening the Office".
5. Others
o Provide support as a back-up for the Executive Assistant as required.
o Carry out any other general clerical or administrative duties as may be required by the supervisor or Senior Management Team.
The Admin Assistant / Receptionist ensures the effective and efficient functioning of administrative systems in support of the programme and office management.
KEY RESPONSIBILITIES
1. Reception & Front Desk Management
o Act as the primary point of contact: welcome visitors, answer routine inquiries (in person or via phone), provide information, and promptly escalate requests to the relevant teams.
o Maintain a professional and welcoming environment in the reception area.
o Provide logistical and administrative support during meetings with external visitors.
o Systematically update and maintain the internal directory to ensure accurate staff contact information.
o Manning the telephone switchboard
2. Administrative & Clerical Support
o Review incoming correspondence, and route them appropriately.
o Contribute to maintaining the office filing system, assist in physical archiving and e-filing where necessary
o Produce minutes for operations meetings, capturing key decisions and action items.
o Provide general clerical support, including copying, binding, and scanning documents.
o Provide general administrative support to the operations team as required.
o Playing a key role in obtaining work permit visa, entry visa and other related documents for the PSRO personnel and dependents;
3. Logistics Coordination & Event Support
o Provide support in logistical and administrative arrangements required for the organization of workshops, meetings and other events.
4. Facilities Management
o Monitor the general outlook of the office including the meeting / conference rooms, to ensure the interior of the office and its surroundings are presentable, and clean
o Escalate building maintenance requirements to the relevant focal points for resolution.
o Monitor and ensure adequate stock of office supplies including stationery items, cleaning supplies and drinking water
o Manage the procurement of goods and services related to building maintenance and office supplies and maintain updated rosters for suppliers.
o Monitor and follow up on supplier invoices including utilities to ensure accounts remain current and accurate.
o Process payment requests related to building maintenance, utilities and office supplies, ensuring timely submission to the Finance department.
o Administer supplier registration and initiate requisition processes within the Quantum ERP system.
o Facilitate Asset Focal Point in asset management procedures, including annual certifications and inventory exercises.
o Serve as the Green Focal Point, assisting with the annual Greenhouse Gas (GHG) reporting and sustainability initiatives. Implement and monitor actions related to "Greening the Office".
5. Others
o Provide support as a back-up for the Executive Assistant as required.
o Carry out any other general clerical or administrative duties as may be required by the supervisor or Senior Management Team.
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.