Overview
The Administrative Associate will administer and coordinate the processing of work products and transactions across programme, financial, and administrative work areas. The role supports the smooth running of administrative functions and provides administrative support for meetings and travel.
Key Responsibilities
- Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.
- Review obligating documents, undertake reconciliations, and prepare reports, as required, while managing petty cash accounts jointly with the finance team.
- Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
- Monitor aspects of the implementation of financial activities (such as deadlines, funds for project/programme budget and financial expenditures) according to the approved Admin work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
- Prepare quarterly budget for the country office and monitor expenditure, encumbrance and timely payment to suppliers.
- Support the preparation and monitoring of teamwork plans in the enterprise resource planning system.
- Manage the smooth running of the administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
- Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate. Coordinate contract review/extensions of service suppliers while monitoring the performance evaluation and services delivered to office.
- Prepare and compile quarterly UNSMS for WCO Philippines.
- Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
- Provide administrative support to the organization of internal and external meetings using (Cvent platform), including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders.
- Assist with travel administration (SAP Concur platform) including processing of travel requests and visa issuance requests, arranging flight and hotel bookings and following up on travel related (SAP Concur platform) issues.
- Compile and ensure the availability of documentation for team meetings, seminars, and workshops.
- Establish and maintain the team's electronic filing system of technical and administrative documents and correspondence.
- Provide administrative support for logistics, transportation coordination, and warehouse supplies management.
- Assist in managing inventory supplies and overseeing organizational fixed assets.
Required Experience
- A minimum of eight years of progressively responsible work experience in the area of administration including some experience in finance, logistics/travel and transportation.
- Relevant experience in WHO or in the United Nations system (UN).
- Experience in enterprise resource planning systems
Qualifications
- Essential: Completion of secondary education.
- Desirable: At least a university degree in business administration, social science, or similar field.
- Training in United Nations systems is an advantage.
