Overview
The Administrative & Operations Assistant provides administrative, programmatic, logistical, and operational support to UNFPA's programme, including supply chain and logistical support in humanitarian contexts. The role assists in knowledge management by compiling and synthesizing information relevant to population and development, sexual and reproductive health and rights, gender and youth issues.
Tasks Summary
- Contributes to substantive programmatic and logistical support for UNFPA programmatic interventions, workshops, capacity building activities, commemoration of International Days, review meetings with stakeholders, advocacy and public information events, and other initiatives.
- Supports timely and efficient office financial and administration tasks including payment of vouchers, bills, travel tickets, per diem for meeting participants, consultancies, procurement of goods and services.
- Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies, maintaining up-to-date inventory and records.
- Ensures business continuation in accordance with approved AWP, through program and financial assistance.
- Implements and provides support for adherence, monitoring and follow up of audit recommendations.
- Works in close collaboration with SROC, implementing and cooperating with UN, government, civil society partners, relevant humanitarian agencies, stakeholders and field staff to coordinate logistics and supply chain management support for UNFPA operations including in emergencies.
- Supports timely and effective procurement and management of UNFPA commodities and supplies at all levels, including delivery, transportation, storage, distribution, inventory and reporting.
- Supports the establishment of IP agreements with partners for implementation of UNFPA work plans and LTAs.
- Provides support in projecting future needs (forecasting) for prepositioning supplies and identifying gaps in the logistics pipeline.
- Assists in capacity building, training and guiding of UNFPA stakeholders, including on the use of QuantumERP.
- Liaises with stakeholders in the SROC in the fulfillment of daily administrative tasks and to advance the programme and mandate of UNFPA.
- Assists with managing cash transfers to Implementing Partners and timely reporting of advances.
- Assists with HACT Assurances activities of implementing Partner and required follow up actions.
- Assists the Liaison Officer in compiling data relevant for resource mobilization, and the conduct of advocacy and policy support activities.
- Supports advocacy and resource mobilization efforts by compiling and synthesizing relevant background material.
- Assists in establishing and maintaining networks of donor and public information contacts and provides assistance in organizing and conducting donor meetings.
- Supports posting of relevant material on social media pages.
- Monitors and tracks financial activities related to the implementation of UNFPA work plans.
- Ensures accurate budget management by regularly reviewing expenditures, reconciling financial transactions, and providing timely updates on budget status.
- Supports the preparation of financial reports and contributes to the effective allocation of resources.
- Collaborates closely with the SROC finance team to ensure compliance with UNFPA financial regulations and assists in forecasting budget needs.
- Carry out any other duties as may be required by UNFPA leadership.
Experience Requirements
- Minimum of 5 years previous experience in secretarial, financial and administrative functions.
- Some experience in research assistance.
- Previous experience in the UN an advantage, and knowledge of protocol.
- Previous experience with Quantum ERP system is an advantage.
- Prior experience with the UN ALL platform is an advantage.
Qualification Requirements
- Completed secondary level education required.
- First level university degree preferred.
