Administration / Support Services Associate Full Time

Application period 09-Apr-2025 to 23-Apr-2025

Functional Responsibilities:

Purpose and scope of assignment

Under the overall guidance and supervision of the Support Services Officer (SSO) and also reporting to the SSO, the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Summary of Functions / Key Results Expected: 2. Team Management 3. Logistics, Asset Management Services 4. Knowledge building and Knowledge Sharing

• Management Support
• Team Management
• Logistics, Asset Management Services
• Knowledge Building and Knowledge Sharing
• Management Support
• Provides assistance in executing standard office transactions, processes, and client services, ensuring adherence to UNOPS rules, regulations, policies, and guidelines.
• Supports monitoring of service agreements with clients and gathers feedback on client satisfaction.
• Maintains administrative control records, including commitments and expenditures, under supervision.
• Assists in inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Reviews travel documentation and payments for completeness before submission for approval.
• Performs data entry and transactional roles in OneUNOPS/Enterprise system as assigned.
• Assists in compiling financial and administrative data for planning and reporting purposes.
• Supports procurement activities as requested by the SSO, primarily focusing on documentation and vendor communication.
• Assists in work coordination within the team and provides guidance on routine administrative tasks.
• Supports the implementation of work plans and operational processes under the guidance of a supervisor.
• Provides logistical and asset management support services, ensuring compliance with UNOPS rules and procedures.
• Assists in logistics processes, including shipments, customs clearance, travel coordination, and office supplies management.
• Supports supply and asset management services, including assisting with inventory verification and periodic reporting.
• Facilitates registration and host government authorizations for personnel under guidance.
• Assists with transportation coordination, including vehicle bookings, fuel monitoring, and vendor liaison for vehicle maintenance
• Supports in documenting and reporting damage, loss, or theft of assets and assists in maintaining asset records.
• Prepares basic administrative reports, such as monthly vehicle usage summaries.
• Coordinates with external contractors for transportation services and assists in invoice processing.
• Assists in ensuring proper storage and handling of assets following UNOPS procedures.
• Provides support in HSSE-related tasks as guided by the HSSE Coordinator.
• Assists in organizing and facilitating training sessions on administrative procedures.
• Supports knowledge-sharing initiatives by compiling best practices and lessons learned.
• Collects and documents feedback to contribute to process improvement.

Impact of Results

The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements:

Education

• A secondary school diploma (high school or equivalent) combined with six (6) years of relevant experience

OR

• A First Level University degree (Bachelor’s or equivalent) combined with two (2) years of relevant experience

Experience

• Relevant experience is defined as experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required
• Experience working in UN system organizations is desired
• Experience in the use of ERP systems, including oneUNOPS, is desired

Language Requirements

• Full working knowledge of English is required
• Knowledge of a second UN or regional working language is desired

How To Apply

Think big. Meet challenges head-on. Help people build better lives.
UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

Click apply and join us!: https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=30009

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.