Overview
The Operations Assistant supports the management of administrative services and executes processes and transactions ensuring high quality and accuracy. The role promotes a client, quality and results-oriented approach.
Key Responsibilities
- Manage calendars, appointments, and correspondence.
- Screen incoming communications and ensure timely follow-up.
- Facilitate meetings, including preparing agendas and documenting minutes.
- Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the OFRM administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Finance Management for Invoices, F10 claims and Credit Card.
- Create/track requisitions in Quantum (Oracle ERP).
- Monitor asset inventory and support annual physical verification.
- Undertaking procurement for low value purchases.
- Maintenance of finance control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor.
- Proper control of supporting documents of funds and activities.
- Provision of the information for the audit.
- Assist with personal contract management.
- Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents.
- Logistical support for events, staff’s cubicle/desk layout and space management.
- Provide support for outgoing documents – medical claims courier etc.
- Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Organization and coordination of shipments and customs clearance.
- Support the coordination of travel arrangements.
- Organization of workshops, conferences, retreats.
- Support administrative arrangements related to BCP (Business Continuity Plans).
- Maintain updated contact lists or emergency rosters for the office.
- Act as the other OFRM Operations Assistant’s backup when needed.
- Support 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.
Required Experience
- A minimum of 5 years (with High School Diploma) or 2 years (with bachelor’s degree) of progressively relevant administrative and operations experience is required at the national or international level.
- Experience with office software (MS Word, Excel, etc.) is required.
- Experience in procurement processes and resource management is desirable.
- Experience and knowledge of UNDP policies and procedures is desirable.
- Prior experience in a multicultural setting is desirable.
Qualifications
- Completion of secondary education is required.
- University degree (bachelor’s degree) in Business Administration, Finance, Accounting or equivalent will be given due consideration, but it is not a requirement.
