Administrative Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Based in the United Nations regional headquarters in Panama City, the Latin America and the Caribbean Regional Office supports UNOPS operations and project centres across the region, providing financial oversight of projects, procuring goods and services and managing human resources. The office helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated among projects.

The Saint Lucia Project Center is based in Castries, Saint Lucia and manages a portfolio of projects for the English and Dutch speaking Caribbean territories. The majority these projects are funded by the Government of Mexico through its Infrastructure Fund for Mesoamerica and Caribbean Countries administered by  the Mexican Banco Nacional de Comercio Exterior SNC (Bancomext). These projects are aimed to support the economic and social development of the Caribbean region. UNOPS provides project management and infrastructure expertise and collaborates with different countries supporting the implementation of projects. The is currently a portfolio of 7 projects in Saint Lucia, Belize, Jamaica, Grenada, Saint Vincent and the Grenadines, Antigua and Barbuda and Curacao. The present position relates to supporting all projects from the Saint Lucia Project Center office in Saint Lucia.

Under the guidance and supervision of the Finance Officer for the English-Speaking Caribbean, based in Saint Lucia and in close collaboration with the Head of Office/Portfolio Manager and Project Managers, the Administrative Assistant provides procurement and administrative support to all existing and future projects within the Caribbean Region, ensuring high quality, accuracy and consistency of work. The Administrative Assistant promotes a client-oriented approach consistent with UNOPS rules and regulations. He/she is expected to meet and exceed the organizations performance and delivery goals. The following are specific duties to be carried out:

• Provide administrative support for the management of travel, preparation of travel authorizations (Travel Authorization – TA), processing of Travel Expense Claims (TECs), management of airline tickets and hotel reservations, as required.  
• Provide reliable Administrative and logistic support to plan and carry out  meetings including the scheduling and administration of video conference calls (through Webex and other means), preparation and circulation of meeting agendas, preparation of minutes and related record keeping
• Enter the Receipt document in oneUNOPS, to confirm delivery/receipt of goods or services.
• Create vendors profiles and maintain vendor records.
• Ensure proper maintenance and safe and secure storage of all office equipment and property
• Establish and maintain accurate inventory lists and adequate property records
• Understand and carry out duties related to the HR administration in order to support project members in the preparation of request for leave and other HR administrative tasks
• Establish an effective network and exchange of information with internal partners
• Receive, document and file of all incoming correspondence, invoices and notifications
• Assume responsibility for the delivery of internal documents and external letters (copy of records and proof of delivery)
• Facilitate reference numbers for memos, letters and documents.
• Control and maintain the filing system in timely manner, ensuring safekeeping of confidential documents.
• Maintain relevant hard copy and electronic records and files in line with UNOPS policy
• Type a wide variety of reports, documents, correspondence and communications when required.
• Assume the role of custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution
• Upload documentation in the share drive
• Receive and keep records of all invoices received by the project
• Perform any other tasks as assigned by the supervisor

• Prepare, process, source, and dispatch purchase orders for goods and services, including recording of contracts in oneUNOPS relating to Service Contracts, Travel request and non-Payroll related orders.

Education

• Bachelors Degree in Business Administration, Public Sector Management or Related Field.

Regular / Monthly Contract: This contract is established in the form of regular monthly contract, i.e. a continuous service delivery is required during the contract period, with payments associated with the contract being made at the end of each calendar month.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.