Functional Responsibilities:
The Support Services Senior Assistant is part of the
Cities Alliance Portfolio and Operations Team and reports to the Head of
Portfolio and Operations and works in close collaboration with teams across
Cities Alliance as well as interfacing with the Support Services function of
the UNOPS Geneva Office, UNOPS HQ and other key stakeholders for successful
service delivery:
- Administrative support
- Travel, events and meeting management support
- Inventory and asset management support
- Procurement support
- Knowledge Management
- Administrative support
Administrative support to effective and efficient functioning of the Cities Alliance offices, including but not limited to the following :
- Handle routine administrative and process issues.
- Effective administrative and logistical support to ensure a
smooth running of the office
- Monitor the budget, contracts and purchases related to office
rent, utilities, and office services and supplies.
- Monitor leave schedule for Cities Alliance personnel, update
leave calendar with missions and leave plans, and monitor UNOPS leave
absence compliance.
- Records and issues minutes of meetings.
- Facilitate on-boarding service to new personnel.
- Maintain contacts lists for Cities Alliance, including the
emergency contact list.
- Provide support to prepare and monitor yearly budget for
Portfolio and Operations Team.
- Provision of administrative support as requested.
- Travel, events and meeting management support
- Prepare, coordinate and monitor quarterly travel plans of the
Cities Alliance team and consultants to ensure timely submission of travel
documents and organizational planning.
- Prepare and arrange travel requests for official duty travel
for Secretariat staff and external travelers including processing and
managing travel authorizations, making flight arrangements and booking
flight tickets, hotel reservations, processing requests for visas,
providing required documentation (security clearances, visas).
- Processes Travel Authorizations and Travel Claims in oneUNOPS
Travel Authorization and DSA Automation (TADA) module, and purchase orders
for travel activities, payments, and contracts.
- Monitor implementation of travel policy and procedures,
ensuring consistency with UNOPS directives and administrative
instructions.
- Obtain insurance for external travelers and issuance of DSA
cards to external travelers.
- Verify invoices from travel agent(s).
- Maintain the travel tracking tool and ensure a detailed filing
of all relevant travel documents and products.
- Provide event management support to meetings, conferences,
workshops, retreats, events organized by Cities Alliance, both hybrid,
in-person, and virtual, including identifying all preparatory and
logistical elements needed for events, researching potential venues,
catering, audio-visual, interpretation and other necessary arrangements,
drafting and monitoring the event workplan and budget and its activities.
- Inventory and asset management support
- Custodian for management of office stationery supplies
including maintenance of stock lists of stationery, distribution of
stationery as required by staff and keeping a log of distribution.
- Provides support as assets verifier during UNOPS biannual
physical verification.
- Conducts physical inventory checks, drafting periodic
inventory and asset reports, including office stationery and other
supplies.
- Registers assets on electronic systems.
Procurement support
- Provide procurement support such as but not limited to receive
quotations, bids or proposals, participate in evaluations both technically
and financially, creation of purchase orders (POs), receipts and request
for payments in oneUNOPS (ERP system).
- Initiate requisitions for goods and services and create
requisitions in the UNOPS ERP.
- Register supplier details in UNOPS ERP.
- Monitor and record deliverables of goods and services and
ensure timely payments.
- Knowledge Management
- In close collaboration with other support staff, create and/or
maintain filing systems; continually review filing systems to ensure
information is up to date and effectively and efficiently used.
- Participation in training events for operations, logistics and
travel-related subjects.
- Organize, facilitate and/or deliver training and learning
initiatives for new personnel on UNOPS travel and administrative
procedures.
- Contribute to knowledge networks and communities of practice.
Education/Experience/Language requirements:
Education
- A high school/secondary school diploma is required.
- A first-level university degree (Bachelor’s Degree) preferably
in Business Administration, Public Administration, or equivalent
disciplines is desirable but not required, and may compensate for the
required years of experience.
- In the absence of a degree, administrative certification is an
asset.
Experience
- A minimum of five (5) years of administrative, operations,
logistics, travel management, asset management or related field
experience, is required.
- Experience working in Google environment (G drive, Google
Sheets and Google Docs) or MS Office is desirable.
- Experience in UN system organizations is desirable.
- Ability to work collaboratively and across teams is a strong
asset.
Language
- Fluency in written and spoken English is required.
- Basic knowledge of spoken and written French is an advantage.
How To Apply
