Overview
To support the effective day-to-day delivery of specialised, client-focused, and value-for-money services pertaining to the Management Services Portfolio including but not limited to travel, procurement, finance and other related areas.
Key Responsibilities
- Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery.
- Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.
- Process routine actions related to procurement, finance, human resources, and other relevant areas, contributing to the effective and timely recording of data in corporate systems.
- Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.
- Be the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
- Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
- Utilise digital tools and technology applications to improve working practices and customer service.
- Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
- Liaise with other functions and third-party contractors to enable efficient service delivery.
- Provide advice and guidance to junior staff in performing their duties.
- Perform emergency preparedness and response tasks following the guidance provided by supervisor.
- Other related activities as required.
- Candidates selected for the roster will play a pivotal role in supporting emergency response efforts in countries affected by shocks and disasters, starting within the first 24 hours after a disaster strikes.
- Responsibilities will include the rapid planning and coordination of emergency activities, ensuring that immediate administrative and operational needs are met.
- This will involve delivering high-quality, customer-focused administrative services, managing tasks to mobilize resources, establishing communication channels, and supporting response teams on the ground, all to enable staff in Multi-Country Operations (MCO) to quickly and effectively assist beneficiaries.
- Rostered candidates may also be required to deploy to affected countries to assist with Unit operations as required.
- Rostered candidates may also be required to work beyond regular working hours to support emergency response efforts.
Required Experience
- A minimum of five years of progressively responsible experience in general administrative support, preferably within business functions such as administration, finance, or related areas.
- Has experience in collating data and preparing basic analysis pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.
- Has supported staff by providing advice and guidance.
- Experience in crisis management, including anticipating challenges and adjusting operations to meet immediate needs.
- Has experience working with teams across different functional areas.
- Flexibility to adjust work hours or locations based on the emerging needs of an emergency response.
Qualifications
- Completion of secondary school education.
- A post-secondary certificate in the related functional area is desirable.
