Administration Senior Associate at UNOPS

Functional Responsibilities

Purpose and Scope of Assignment

Under the overall guidance and supervision of the Head of Support Services, and direct supervision of the Associate Administrative Officer, the Administrative Senior Associate supports in the overall management of administrative services, ensuring high quality and accuracy of work. She/he works in close collaboration with Project Managers, Operations, all Support Services unit and Project teams to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Implementation of operational strategies
• Efficient administrative support
• Coordination of Registry and Receptionist functions
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
• Support UNOPS administrative business process review and mapping as well as elaboration and implementation of the internal standard operating procedures (SOPs).

Ensures efficient administrative support, focusing on achievement of the following results:

• Maintain a good standard of advice and support to all clients for administrative functions. Coordinate the administration of national and international travel arrangements including; provision of advice on visa and entry formalities, provision of advice on airline stopover policies, provision of advice on travel entitlements, providing international ticket options and national travel schedules, provision of advice on security restrictions and requirements, review of travel documents, registering of travel, booking of travel, processing travel entitlement payments.
• Coordinate with UNMAS Mali regional offices administration and support personnel to ensure consistent level of administration support in all areas.
• Ensure all travel is registered on UNOPS Travel Registration Tool.
• Ensure UNMAS Mali Travel Tracking Tool remains up to date and travel processing is completed within required timeframes.
• Process Purchase Orders and Request for Payments in oneUNOPS for travel and other administrative expenses;
• Draft correspondence and internal directives relating to administrative matters;
• Ensure travel templates are updated to reflect current Daily Subsistence Allowance amounts and operational rates of exchange.
• Assist with the preparation of reports, travel plans, statistical charts and tables related to administration. This includes, but is not limited to; Quarterly International Travel Plan and UNOPS Greenhouse gas travel report.

Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Provision of reliable registry services and filing.
• Monitors front office activities and supervises the respective receptionist.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Guide and train personnel engaged in the administrative and reception services.
• Implementation and monitoring of administration quality management and implement corrective action where standards are not being maintained.
• Other duties as required by the Head of Section and the Head of Support Services.**
  FEMALE CANDIDATES ARE HIGHLY ENCOURAGED TO APPLY. **

** Education/Experience/Language requirements

a. Education

• Bachelor’s Degree or equivalent in Administration, Management or similar field with a minimum of 3 years of relevant experience or;
• Secondary school (high school) diploma with a minimum of 7 years of relevant experience.

b. Work Experience

• Relevant experience is defined as experience in administration and travel related roles.
• Within relevant experience, minimum 2 years in travel management is required.

c. Language requirement

• Fluent in English and French (Read, Write and Speak) is required.

**