Administration Senior Assistant

The Yemen Emergency Human Capital Project is a World Bank-funded project that will contribute to efforts by the international community to maintain and enhance health and nutrition services in line with Yemen’s Minimum Service Package (MSP) and respond to health and nutrition crises, and contribute to the provision of safe water and improving the water and sanitation system capacity. The project will target the whole country, with some interventions focused on specific governorates or districts as per the priorities and needs, The project is structured around the following three components: Component 1. Improving Access to Healthcare, Nutrition, and Public Health Services (Implemented by UNICEF and WHO) Component 2. Improving Access to Water Supply and Sanitation (WSS) and Strengthening Local Systems (Implemented by UNOPS) Component 3. Project Support, Management, Evaluation and Administration (Implemented by UNICEF, WHO, and UNOPS).

Under the direct supervision of the Project Manager, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work. 

 Functional Responsibilities:

• Administrative Support
• Travel and Logistics
• Inventory, Asset and Supply Management, Custodial, Common Premises
• Knowledge Building and Knowledge Sharing

Administrative Support :

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Provides administrative support to conferences, workshops, retreats.
• Compiles information for periodic audits.
• Petty cash management.
• Provides overall administrative support to the ensure smooth projects’ implementation, including but not limited to: projects’ correspondence, project’s archiving systems to maintain accurate documentation and up to date records, meetings scheduling and meeting’s minutes, supporting the process of requisitions and receipt of invoices.
• Any other administrative support tasks as required by the direct supervisor.

Travel and Logistics :

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
• Organizes  shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
• Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
• Establishment and maintenance of efficient working relationship with government ministries.
• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
• Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
• Accurate and timely information on processes and pending issues to the concerned individuals/unit.

Inventory, Asset Management, Custodial, Common Premises, and general Support :

• Conducts physical inventory checks, drafting periodic inventory and asset reports.
• Acts as a custodian for management of the projects’ stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Conducts and reports on surveys of office maintenance needs as well as client satisfaction
• Collects information for administrative surveys in support to the organization of common services.

Knowledge building and Knowledge sharing:

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.

Impact and Results: 

The effective and successful achievement of results by the Administration Senior Assistant directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

 Education/Experience/Language requirements

Education:

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset.

Expereince: 

• Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is highly desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language: 

• Full working knowledge of English, and Arabic is required.

Source:  https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29563#1