Administrative Associate

Job Description

REQUIREMENTS

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business administration or related fields is desirable.

Experience

• At least 7 years of progressively responsible experience in administration, procurement, HR, or logistic support service is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

RESPONSIBILITES

1. Provide general administration and operations support to the Peace and Security Section in compliance with our client’s rules, regulations, policies, and procedures:

• Prepare work plan for administrative team;
• Coordinate and serve as the leave monitor for the team, ensuring timely submission, tracking, and compliance with organizational leave policies.
• Coordinate and supervise travel arrangements;
• Coordinate and facilitate the organization of conferences, workshops, and retreats;
• Over Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
• see protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;

2. Coordinate and manage the Chief of Peace and Security calendar:

• Ensure effective scheduling, prioritization of meetings, and timely coordination of appointments.;
• Organize weekly meetings to review priorities and ensure effective planning and coordination of the agenda.
• Organize and maintain weekly calendar for the team;

3. Coordinate and organize administrative Human Resources services:

• Create and upload vacancy announcements and organize interview panels;
• Maintain staffing lists and reports;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); and
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

4. Provide administrative support to knowledge building and knowledge sharing:

• Organize trainings on administrative policies, procedures and processes for operations/projects personnel;
• Compile lessons learnt and best practices in administration, procurement, and human resources; and
• Brief staff members on general administrative matters; provide advice and administration support.

5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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