Under the overall guidance of the Team lead and the day to day supervision of the Programme Management - Analyst, the Administration Associate assists in the management of administrative services, administers and executes processes and transactions related to the operation of the NDC Partnership and its Support Unit, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality and results-oriented approach.
The Administration Associate supports the Head of Bonn Office and works in close collaboration with operations/finance staff, project managers and project teams, as well as with staff of the SU and UNOPS AUMCO personnel in general.
Supports in ensuring implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Ensures efficient operational support, focusing on achievement of the following results:
Support the Team Lead with day-to-day management of appointments, travel and other operational support needs.
Support all operations and administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity.
Support with protocol matters, registration of staff, coordination with local authorities and the UN in Bonn on space and other administrative matters.
Coordination of travel arrangements. Performing a Buyer role in oneUNOPS for preparation of POs for travel and other administrative expenses. Information on air services, rates and travel schedules for specific itineraries. Processing of travel claims.
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents for travel + related services + office equipment, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
Participate in organization of workshops, conferences, retreats.
Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
Coordination of travel services.
Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner.
Serves as the primary contact with various visitors and guests, arranges appointments and meetings, and acts as interpreter and minute-taker, as required.
Provides support to proper office maintenance, supply and assets management, focusing on achievement of the following result:
Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
Coordination of the provision of reliable and quality office supplies and IT services.
Support to maintenance of common premises and common services.
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in oneUNOPS.
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Proper control of supporting documents of funds and activities.
Administrative coordination of common premises/services cost-recovery arrangements for daily operations.
Provision of the information for the audit.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Support NDC Partnership personnel engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas, as necessary.
Co-lead onboarding process for incoming personnel.
Training of staff on the administrative procedures.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.
Assists the conduct of Operations Team Meetings in NDC Partnership and UNOPS Bonn Office, and prepares minutes and status reports for review and finalization.
Assists UNOPS’ participation and contributions to the UN Operations Management Team and its working groups.
Education/Experience/Language requirements:
Education:
Secondary education is required.
Certification in administration is desirable.
University Degree in Business or Public Administration is desirable, but it is not a requirement.
Experience:
6 years of relevant experience in operations and/or programme support service.
Experience in handling web-based management systems.
Experience in the usage of ERP and Google Work Space is an asset.
Language Requirements:
Fluency in written and oral English and the language of the duty station required.
Knowledge of German and a second UN working language is an asset.
