Administration Assistant – Retainer NGO Job UNOPS

Administration Assistant – Retainer Job

Functional Responsibilities:

Summary Of Key Functions

Assist with clerical and administrative duties, including but not limited to the following:

• Logistics support for a high level conference event
• Obtain quotations, organize transport for participants in the training events and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the county between the relevant partners.
• Handle documents control on the site of the conference, including for interpreters and attendees.
• Help Ensure appropriate execution of conference through suitable IT support
• Guide attendees to their positions at the conference.
• Respond to partner queries and forwarding queries to UNOPS Project Management or Operations Associate to respond as necessary.
• Assist in the production and printing of training documentation.
• Assist in the preparation of pre and post training activities and reporting.
• Maintenance of accurate records (hardcopy and online) of operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
• Resolution of routine administrative and process issues, referring complex issues to the Project Management or Operations Associate with recommendations for course of action.
• Use of technology and electronic systems and tools to initiate work, share information with project personnel and stakeholders.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
• Support for knowledge building and knowledge sharing.

Education/Experience/Language requirements:

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education:

• A high school diploma with four (4) years of relevant experience is required.
• A professional or technical diploma with two (2) years of relevant professional experience, may be accepted.
• A Bachelor’s Degree with no work experience may be considered.
• In the absence of a degree, administrative certification is an asset.

Work Experience:

• Relevant experience is defined as administrative/operational experience in logistics and administration.
• Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is desirable.
• Some experience in UN system organizations is desirable.

Language:

• Fluency in English (write, read, talk) is required.
• Knowledge of a second UN or regional working language is an asset.

How to Apply

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