Overview
The Administration Senior Associate ensures efficient, compliant, and client-focused administrative and operational services, supporting integrated office operations through administrative expertise and ICT knowledge.
Key Responsibilities
- Coordinate and oversee end-to-end planning and delivery of office events, workshops, and high-level engagements.
- Manage procurement processes, including documentation preparation, contract follow-up, and vendor coordination.
- Oversee office administrative functions, including insurance, phone tree, business continuity plans, shared services, and internal coordination tools.
- Manage oversight of office and ICT assets, including inventory tracking, lifecycle management, and compliance.
- Support premises management, including maintenance, repairs, and lease-related coordination.
- Act as a focal point for security and safety matters.
- Promote sustainability and environmental initiatives within the office.
- Manage and maintain filing systems and records for administrative, procurement, and asset-related activities.
- Support asset management processes, including receipt, tracking, movement, and disposal.
- Support financial administration, including invoice processing, payment follow-up, and account reconciliation.
- Oversee financial administrative processes, including invoice validation, payment follow-up, reconciliations, and financial tracking.
- Ensure proper documentation and tracking of transactions to support audit and reporting requirements.
- Contribute to the development and implementation of ICT strategy and annual work plans.
- Supervise, mentor, and performance manage ICT and administrative personnel.
- Monitor, track, and control expenditure of office-related costs.
- Act as primary advisor to HoSS and senior management on ICT and operational matters.
- Oversee the business continuity planning in the area of ICT.
- Manage and monitor Jira ticket feedback and service metrics.
- Coordinate and support the implementation of ICT projects, tasks, and capacity-building activities.
- Ensure compliance with UNOPS IT policies and frameworks.
- Support day-to-day coordination of helpdesk services.
- Promote teamwork and collaboration.
- Act on delegated authority from HoSS/RMOA for operational and ICT decisions.
- Coordinate with internal ICT teams and stakeholders to support effective communication and service delivery.
- Monitor ICT systems and identify issues or areas for improvement.
- Collaborate with HQ and external partners, including UN agencies, to align processes and share best practices.
- Support the operation and maintenance of ICT equipment and systems.
- Liaise with HQ to assess ICT needs and requirements.
- Serve as a focal point for coordination with partner agencies on ICT-related matters.
- Provide and coordinate end-user support.
- Troubleshoot system and technical issues.
- Provide guidance on system functionalities.
- Oversee escalation management and resolution of critical incidents.
- Maintain ownership of support requests through to resolution.
- Manage user accounts, including creation, modification, and documentation.
- Liaise with external providers to obtain advanced technical support.
- Define and implement user support policies and service standards.
- Identify training needs for ICT personnel and focal points.
- Ensure high-quality, client-oriented ICT service delivery.
- Support the design and delivery of training sessions.
- Promote a culture of knowledge sharing and innovation.
- Provide strategic reporting and insights to management.
- Conduct research on ICT-related topics.
- Coordinate capacity-building initiatives across ICT and administrative functions.
Required Experience
- 7 years of relevant experience OR a Bachelor’s degree with 3 years of relevant experience.
- Relevant experience is defined as experience working in administration, operations or related areas and in information technology involving use of office software packages (MS Office 2010 and/or newer versions), Active Directory management, Windows servers and network infrastructure.
- Experience with Active Directory, Windows 11, and Google Workspace (or newer) is required.
- Microsoft Certified System Administrator (MCSA) or Microsoft Certified Technology Specialist is required.
- Experience of working in multicultural environments or UN system organizations in a developing country is desired.
- Experience in development or humanitarian contexts is desired.
Qualifications
• Secondary school (or equivalent) OR a Bachelor’s degree (or equivalent) in any discipline.
