Overview
The Administrative Associate provides administrative, logistical, and operational support to the Country Office, ensuring smooth operations and maintaining good working relationships with government officials, UN Agencies, and national partners.
Key Responsibilities
- Undertakes administration support functions for smooth running of the country office.
- Manages asset management, including inventory tagging, checks, and documentation.
- Arranges appointments and meetings, including organizing venues and preparing agendas, minutes, and briefing notes.
- Ensures quality and completeness of filing of documents, managing online and cloud document management systems.
- Supports the recruitment of individual consultants and facilitates timely submission of supporting documents for fee payments.
- Assists in coordinating with partners, including government counterparts, civil society organizations, youth networks, and other UN agencies, providing oral translation as needed.
- Contributes to the implementation of operational strategies through compliance with UNFPA rules and policies.
- Liaises with relevant state entities to obtain clearances, accreditation, and permissions.
- Handles travel arrangements, including visa, accommodation, transportation, and submission of travel requests and claims.
- Supports the review of procurement requests and coordinates procurement procedures for office equipment, supplies, and services.
- Creates and manages suppliers in the corporate ERP system and processes Requisitions and Purchase Orders.
- Monitors common service contracts and supports the implementation of Efficiency Environmental Strategy.
- Assists the Head of the Office and Operations Manager in various tasks related to administrative, logistics, protocol, and operational functions.
Required Experience
- Six (6) years of previous relevant experience in secretarial, administrative or financial functions are required.
- Proven experience and track record in successfully managing and implementing financial policies, processes and systems in development organizations or private sector.
- Working experience with UN organization or other international development organizations is desirable.
Qualifications
- Completed secondary level education (high school or equivalent) is required.
- First level university degree desirable.
