Overview
The Senior Office Assistant is responsible for the independent finalization of administrative tasks related to office management and subordinate Regional Bureaus, acting as a coordinating focal point for routine administrative matters.
Key Responsibilities
- Cover the Division’s front desk and act as the coordinating focal point for all Regional Bureaus on routine administrative matters.
- Receive incoming requests and prepare appropriate actions for supervisor’s clearance or signature.
- Provide relevant background/project information to supervisor(s).
- Keep track of pending matters and Divisional-level commitments, and follow up with other offices, particularly Regional Bureaus, on deadlines.
- Draft routine and non-routine official correspondence, and act as the authority at the administrative level for processing official correspondence.
- Independently prepare papers, statistics, reports, and presentations by extracting/summarizing statistics.
- Undertake computer-based searches and compile background information.
- Organize logistical aspects of internal meetings and assist with preparation of meetings, events, or engagements with external counterparts.
- Make recommendations for improvements to work processes and practices.
- Provide advice and coordination of work planning and implementation at the administrative level.
- Provide advice, solutions, and answers to inquiries on administrative matters from field offices.
- Keep track of expenditures from the Divisional budget and/or projects in SAP, and initiate appropriate actions.
- Using SAP, initiate and follow up on administrative actions related to recruitment, personnel matters, training, payments, travel authorizations, visa applications, etc.
- Retrieve substantive information on administrative matters and/or TC projects from SAP modules.
- Responsible for the initialization and monitoring of exercises related to the implementation of routine administrative operations and TC projects and programmes.
- Interpret or consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions.
- Maintain an up-to-date filing system (both paper and electronic) and databases.
- Perform any other related duties as assigned.
Required Experience
- Completed secondary education: at least 7 years of relevant experience.
- First-level university degree or higher: at least 5 years of relevant experience.
- Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
- Experience in office procedures and practices, preferably within the UN system or in a multicultural environment maintaining a field presence, is desirable.
- Experience with SAP or similar ERP software is desirable.
Qualifications
• Completed higher secondary education, high school diploma or equivalent is required.
