Overview
The position provides administrative support to the office, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.
Key Responsibilities
- Handles travel arrangements for office personnel, including arrangement of visa, accommodation and transportation.
- Assists Finance Associate on procurement, administrative tasks related to the premises, daily office operations, and any required logistical support for newcomers.
- Liaise with the protocol focal point to coordinate engagement with the Ministry of Foreign Affairs (MOFA) departments and other state entities for the purpose of securing all requisite official clearances, accreditation, and permissions related to Country Office (CO) premises and staff.
- Coordinates vehicle schedule and assists in arranging regular vehicle maintenance and insurance, and checks vehicle daily log and gas consumption.
- Assists with the office stationery supplies, including maintenance of the stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution
- Assists the Finance Associate in maintaining assets in Quantum (ERP), issuance of assets to staff, and regular clean-up of the Asset Dashboard.
- Handles office pouch, mailing system, and customs clearances for shipments.
- Assist in monitoring and reporting on the implementation of logistics plans, including movement and delivery of assets, the completion of project functions, and the status of contract amendments as required.
- Assist with the Vendor Preparation Form and their registration in the system, and maintain vendors for the CO.
- Initiates requisitions when required
- Acts as Alternate Petty Cash Custodian.
- Performs duties of the Leave Monitor for office staff and ensures timely corrective action in Atlas, if required
- Translates and drafts letters, memos, and other documents, as well as provides oral translation as needed.
- Ensures the quality and completeness of the filing of administrative and logistical documents.
Required Experience
Bachelor's Degree with 2 year(s) experience in administrative functions OR High School certificate with 5 year(s) experience in administrative functions is required. Previous experience in the UN is an asset. Knowledge of protocol is an asset.
Qualifications
Bachelor's Degree OR High School certificate
