Overview
The Administrative Associate assists in the overall management of administrative services and transactions, promoting a client, quality, and results-oriented approach. The role works in close collaboration with OCHA Ukraine Office staff and other UN agencies staff to ensure consistent service delivery.
Key Responsibilities
- Coordinate staff travel, official movements and organization of events and workshops.
- Support to local administration and financial transaction processes, including petty cash management and office documentation compliance.
- Support to property and assets, transport and fleet management of the office.
- Provide comprehensive general administration support and guidance to field office staff.
- Coordinate and facilitate travel-related activities of staff within the country, external travels.
- Serve as the designated Umoja Travel Administrator for national staff.
- Assist in purchasing train and air tickets from authorized contractors.
- Provide support to administrative and logistical organization of field office events, meetings and workshops.
- Serve as Petty Cash custodian for the office if Delegation of Authority is granted.
- Assist the petty cash custodian with completeness of documentation before and upon payment of petty cash transaction.
- Monitor petty cash availability, initiate advice and support with replenishment process.
- Track financial transactions related to payment of commitments for facilities and timely preparation of financial transactions.
- Ensure follow-up and collecting bills, invoices, etc., collect relevant documents for completeness of documents.
- Coordinate provision of the office supplies.
- Ensure effective office management, including supervision of cleaning services and coordination of maintenance activities.
- Serve as a focal point in the field for asset management and inventory process.
- Participate in the organization of field missions.
- Serve as a focal point in logistics, transport, and fleet management.
- Ensure that office Movement plan is properly updated.
- Coordinate drivers in the field (Dnipro) and ensure effective transport and fleet management.
- Provide efficient general reception and information services.
- Provide reliable registry services, coordinate dispatch receipt and delivery services.
- Train and advice staff on administrative procedures, rules and regulations.
- Perform other duties as assigned.
Required Experience
- A minimum of six (6) years (with secondary education) or three (3) years (with Bachelor degree) of relevant experience in administration or programme support service, secretarial and/or office support, or related area is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
- Certification in administration desirable.
- Experience in handling web-based management systems (Umoja or similar) is desirable.
- Experience working within the UN Common System or other comparable international organization is desirable.
Qualifications
- High school diploma or equivalent is required.
- University Degree in Business or Public Administration, Social Sciences is desirable, but not a requirement.
