Overview
Provides administrative, financial, and logistical services to the Regional Office and its Field Units. Supports budget management, procurement, asset management, and travel processes.
Key Responsibilities
- Provide administrative, financial, and operational services.
- Establish accruals and maintain an internal expenditures control system.
- Monitor unusual invoice/PO/travel related transactions and escalate.
- Keep a suitable filing system for finance records and documents.
- Prepare routine correspondence and reports.
- Support budget preparation, oversight, and maintenance.
- Maintain administrative control records.
- Prepare system-driven reports.
- Support with protocol matters, registration of staff, coordination with local authorities, space management.
- Organize and prepare agendas and minutes of RO meetings and track follow-up.
- Maintain and classify general office files.
- Collect and distribute incoming and outgoing mail.
- Act as absence management focal point and leave monitor.
- Support with recruitment and other administrative needs of volunteers.
- Temporarily support FUs on administrative and logistical matters.
- Contribute to the development of procurement plan and monitoring of its implementation.
- Initiate and assist in procurement processes.
- Support asset management, collecting, maintaining, and consolidating records.
- Act as administrative and logistical focal point for RO-led workshops, retreats and other events.
- Process travel requests in the ERP system.
- Provide information to staff on travel.
- Process travel authorizations and travel claims.
- Monitor and keep track record of travel requests and expense reports.
- Process requests for visas, hotel reservations, Resident Permit and Diplomatic Identification Card.
- Process applications and renewals of UN Laissez-Passer.
- Prepare reports synthesizing lessons learnt and good practices.
- Provide sound contributions to knowledge networks and communities of practice.
- Provide Coaching and training of other staff.
Required Experience
Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of practical and relevant experience in administration or related areas. Experience in administration support.
Qualifications
Secondary education is required, preferably with certification in administration, accounting, finance or specialized administrative training. University degree in business administration or related area will be given due consideration, but is not a requirement.
