The incumbent provides administrative and logistical support to the Operations Team and works in close collaboration with the Programme/Technical Team. Key Activities and Expected Results Areas:
Effective Management of Travel Services.
Participate in the preparation of a travel plan that should be regularly updated.
Ensure the office has a contract, preferably an LTA with a travel agent.
Ensure there is a clearly documented system of requesting for travel services, specifying the requisite authorizations that must be submitted when seeking support in travel timelines for making the requests and the manner of making the requests, including a tracking tool for travel.
Liaise with travel agent for procuring air tickets for persons authorized to travel, which may include UNFPA staff Consultants, Government staff, IPs, Youths and other UNFPA-sponsored participants for local/ International Conferences or missions within the Country and Foreign Countries. Request for tickets and any adjustment to travel arrangements must be made in writing and such requests should be filed.
Initiate the process of DSA preparation for persons travelling according to the instructions given and follow up to ensure timely payment before travel.
Update travel tracking records.
Receive bills related to travel and verify against the travel tracking records and the requests for ticket. Follow up for bills related to travel not received when expected.
Follow up for approval to pay bills, ensure requisitions and POs are raised and payment is done. Any credit notes received should be shared with the Finance Office
On a bi-weekly basis conduct regularly reconciliation of account with travel agents.
Regularly revisit travel records to facilitate efficient tracking and monitoring all used and unused tickets to avoid penalties related to tickets.
Ensure all travel related documents are well filed chronologically and are easy to find when required.
Efficient Management of Administration Assistance:
Initiate preparing material for activities relating to common services and premises, telephone bills, cost recovery, privileges and entitlements and surveys... etc.
Receive, screen and log correspondence, offers, bills, requests etc, and forward to the appropriate related operation staff (logistics/ HR/ IT/ Travel/ Procurement/Office maintenance ... etc) ; maintain a log/tracking sheet in system and follow up to ensure that replies are timely or that action is taken with the established deadline;
Raise requisitions on Quantum for operations requests and follow up for approvals when needed;
Assist in the asset registration, and apply the necessary steps measures to ensure proper and accurate asset situation on Quantum;
Assist in printing labels and tags for different assets to ensure proper tagging and labelling of the assets;
Follow up on payment check list, and all other proper supportive documents and ensure the timely and accuracy completion for payment submission;
Maintain relevant internal databases and files; keep track of contractual agreements; Verify claims for accuracy and conformance with procurement rules and regulations;
Draft routine correspondence related to the operations’ work;
Assist in preparing briefing materials for use on meetings, workshops, and in response to CO queries (Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports);
Coordinate and manage deliveries by suppliers and agencies; monitor and assess quality, quantity and accuracies of the received goods;
Initiate action for requests for office requirements’ items; Establish contacts with agents, and suppliers, monitor the requests timely progress, advising operation staff of need for intervention in case of any unforeseen problems pertaining to discharge and/or clearing operations;
Assist in managing procurement operations for office and programme’s equipment, supplies and services, in a transparent and cost-effective manner; and maintaining up-to-date inventory and records.
Assist in implementing procedures to improve internal controls and efficiency and responding to audit issues;
Update and track charts and tables utilizing graphic tools for administrative actions;
Maintain the operations’ office’s calendar and schedules.
Review and prepare drivers’ monthly overtime sheets, verify and certify daily vehicles’ logs, and secure car rental services whenever deemed necessary;
Manage local office procurement by ordering office supplies such as stationery supplies, toners, photocopying papers, business cards, printing materials, IT supplies and ensure enough stock for daily operations; Provide secretarial support during bidding processes (RFPs/ITBs) and act as an ex-officio for evaluation panels for procurement cases; Provide logistical support for programme supplies whenever requested;
Act as a focal point with the mobile service provider in terms of activation/de- activation of voice lines, follow up on free points accruals and redemption, follow up on receipt and dissemination of Vodafone monthly mobile bills, and prepare/update monthly analysis sheet to reflect high/low voice and roaming consumption per each staff member;
Manage the hard filing of mobile services and travel authorizations and the electronic filing system on Google Drive File Stream for the administration office;
Regularly update ASRO contact list, the security staff list and warden list with necessary information and as requested by Regional Security Adviser and Security Focal Point;
Resolve any issues related to ASRO office in terms of required repairs, maintenance, and office cleanliness and supervise cleaners daily work;