Overview
The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes. It supports the organization of meetings and events, project finance and procurement processes, and the maintenance of accurate project records and documentation.
Tasks Summary
- Provide administrative support for national, regional and cross-regional meetings, seminars, workshops, trainings and conferences
- Compile and organize information for periodic audits
- Manage petty cash transactions in accordance with established procedures
- Process travel transactions (authorizations and claims) in the ERP system, including requests for visas for national, regional and cross-regional meetings, seminars, workshops, training and conferences ensuring compliance with UN rules and regulations
- Provide information on air services, rates, and schedules for specific itineraries
- Process travel claims, purchase orders, payments, and contracts for national, regional and cross-regional meetings, seminars, workshops, trainings and conferences
- Arrange hotel reservations and organize airport pickups for national, regional and cross-regional meetings, seminars, workshops, trainings and conferences
- Monitor project expenditures and compare them with the approved budget and follow through with closing open commitments
- Regularly update programme managers on the status of open commitments
- Maintain strong working relationships with government ministries
- Maintain contact with beneficiaries regarding administrative processes
- Provide timely updates to the programme managers on administrative steps, project file status, and pending issues
- Review and close open obligations
- Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives
- Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization
Experience Requirements
- Relevant work experience is defined as experience in administration, logistics, operations or related areas
- Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc.) and web-based management systems is required
- Experience in organizing national and regional, seminars and training, workshops and conferences
- Experience of working in multicultural environments or UN system organizations in a developing country is desired
- Experience in working with countries in the Southern African region
- Experience organizing cross-regional meetings
- Understanding of substantive matters related to the mandate of UNODC, as well as the nature of UNODC’s implementing partners and stakeholders in Southern Africa
- Knowledge of various UNODC administrative procedures particularly procurement and finance
Qualification Requirements
- Required Secondary school (or equivalent) with 5 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 1 year of relevant experience is required
- Desired A globally or nationally recognized professional certificate in Administration is desired
