Overview
The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency, and high-quality outcomes.
Key Responsibilities
- Research and retrieve statistical data from internal and external sources.
- Prepare statistical charts, tables and reports.
- Follow up on deadlines, commitments and actions.
- Provide administrative support for conferences, workshops and retreats.
- Compile and organize information for periodic audits.
- Manage petty cash transactions.
- Process travel transactions in the ERP system, including requests for visas, identity cards, and other documentation.
- Provide information on air services, rates, and schedules.
- Process travel claims, purchase orders, payments, and contracts for travel-related activities.
- Organize shipments and customs clearance arrangements.
- Prepare documentation for security clearances.
- Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support.
- Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances.
- Coordinate with UN departments on import/export or transfer of goods for official purposes.
- Maintain strong working relationships with government ministries.
- Provide accurate, up-to-date information to staff on required supporting documents.
- Track the status of submitted documentation for staff and dependents.
- Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
- Supervise transportation services.
- Promptly report and investigate vehicle accidents, damage, loss or theft.
- Oversee external transportation service contractors.
- Conduct physical inventory checks and prepare periodic inventory and asset reports.
- Serve as custodian for office stationery suppliers.
- Conduct and report on surveys assessing office maintenance needs and client satisfaction.
- Gather information for administrative surveys.
- Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
- Participate in the delivery and facilitation of knowledge-sharing activities.
Required Experience
Relevant experience is work in administration, logistics, operations or related areas. Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required. Experience of working in multicultural environments or UN system organizations in a developing country is desired. Experience in development or humanitarian contexts is desired.
Qualifications
Secondary school (or equivalent) with 5 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 1 year of relevant experience is required. A globally or nationally recognized professional certificate in Administration is desired.
