Administrative Assistant

UNOPS, New York, United States

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
27th April, 2018

Job Description

Under the guidance and supervision of the Area Coordinator, the Administrative Assistant provides support to administrative services ensuring high quality of work, accurate, timely and properly recorded/documented service delivery in New York and other offices throughout the world were UNOPS operates to ensure consistent service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

Summary of Key Functions:

  • Provision of statistical and status reporting
  • Provision of administrative and secretarial support
  • Provision of logistical support
  • Provision of support to the project management office
  • Other duties as required

Provides statistical and status reporting, focusing on achievement of the following results:

  • Input and extraction of data from various systems to prepare status and progress reports;
  • Design and update of charts and statistical tables, using graphics software;
  • Information-gathering and preparation of reports for statistical and monitoring purposes;
  • Assistance to team members with computer use, document retrieval and dissemination of information.

Provides administrative and secretarial support to area coordinators, focusing on achievement of the following results:

  • Timely processing of incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
  • Drafting of minutes, when required, and follow up as needed;
  • Preparation of standard replies to queries, advice, statistics etc, seeking critical input from all parties concerned;
  • Preparation of reports, charts, graphs and tables, applying skills in use of technology and information system in the organization, accuracy and compliance with UNOPS format and style;
  • Establishment and maintenance of hard and on-line records for easy reference and retrieval. Closure/archiving of all files and final reports on systematic basis;
  • Preparation of briefing materials as required for mission travel and/or discussion on project activities and status.

Provides logistical support, focusing on achievement of the following results:

  • Support to organization of meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed;
  • Arrangement of travel and hotel reservations, preparation of travel authorizations;

Provides support to project management office, focusing on achievement of the following results:

  • Maintenance of files and records relevant to project management;
  • Collection of information on project documentation and compliance;
  • Support in costing estimation, resource assignment;
  • Processing of project documentation includes assisting project managers globally in obtaining the corresponding approvals.

Other duties as required

Education/Experience/Language requirements

Education: High School Diploma or equivalent. A higher education may substitute some of the required years of experience.

Work Experience:

  • A minimum of four years of relevant work experience in administrative and or HR/ Programme Support is required.
  • Ability to work with computer and office software packages (MS Office 2007 and/or newer versions) and knowledge of spreadsheet and database packages is required.

Language requirements: Fluency in written and oral English is required. Knowledge of another United Nations official language is an advantage.


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