Overview
The Operations Assistant provides support for operational processes and procedures to facilitate programme delivery. The role focuses on asset management, basic ICT services, internal administrative actions, and overarching administrative support.
Key Responsibilities
- Screen and log incoming correspondence and draft responses.
- Maintain a filing and document control system.
- Oversee cleaning services, repairs, and maintenance of office equipment.
- Process travel arrangements, including payments, bookings, visas, and claims.
- Develop tools for monitoring travel plans and budgets.
- Manage logistics and schedules for incoming missions and meetings.
- Liaise with the Common Back Office for logistical support.
- Oversee management of office vehicles and fuel.
- Comply with financial policies and procedures and maintain financial records.
- Review and prepare material for common system activities.
- Support the country office during audit exercises.
- Draft contracts and prepare information for Purchase Orders.
- Ensure efficient management of office supplies.
- Act as the CO asset management focal point and inventories.
- Act as the CO Greenhouse Gas (GHG) focal point.
- Participate in assessing technical capability and financial health of potential contractors.
- Participate in preparing documents for the Contract Review Committee.
- Participate in assessing post contract activities.
- Participate in interagency Admin and ICT working groups and BOS process.
- Support networks administration, including offsite backup and restoration procedures.
- Troubleshoot network problems and respond to user needs.
- Ensure ICT security through control of administrative rights.
- Manage contract negotiations and vendors of ICT goods and services.
Required Experience
Five (5) years of experience in administration, finance programme support, ICT or general office management support; Knowledge of accounting, budget management, finance, ICT, data bases, analysis and/or reporting; Previous experience with a multilateral or international organization, notably with desirable; Previous experience in ICT user support, ERP Systems, and software (Quantum, PowerBI)
Qualifications
Completed Secondary Level Education required. First level university degree in Business Administration, Information Technology, Computer Science or related areas desirable.
