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Organization: UNOPS - United Nations Office for Project Services
Location: Geneva
Grade: Administrative support , LICA-5, Local Individual Contractors Agreement
Occupational Groups:
Administrative support
Monitoring and Evaluation
Project and Programme Management
Closing Date: 2023-12-18
Functional Responsibilities
Under the direct supervision of the Programme Support Specialist the Programme Management Support Assistant’s main functions will include:
1. Travel Support Services
2. Events and meeting management support
3. Procurement support
4. Knowledge Management
5. Support the development and set up of a contact management system for the team
1. Travel Support Services
- Prepare 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, providing required documentation (security clearances, visas), ensuring payment of daily subsistence allowance and travel related payments in accordance with SOPs.
- Obtain insurance for external travelers and issuance of DSA cards to external travelers.
- Collect and review quarterly travel plans of the team and consultants to ensure timely submission of travel documents and organizational planning.
- Verify invoices from travel agent(s) and follow through with UNOPS Geneva on payments.
- Maintain the travel tracking tool and ensure a detailed filing of all relevant travel documents and products.
- Support with the organization of all external and internal events, both hybrid, in-person, and virtual, including researching potential venues, catering, audio-visual, interpretation and other necessary arrangements.
- Draft and monitor the event workplan and budget and its activities.
- Identify all preparatory and logistical elements needed for events.
- Support event-related solicitation process and support with contract management.
- Liaise with suppliers and/or sub-awardees in the organization and coordination of all external and internal events, as required.
- Ensure room booking is done, draft event agendas, logistical details, participants list, arrange access for external meeting participants, take meeting minutes, and provide action points for follow-up as needed.
- Initiate requisitions for goods and services and create requisitions in the UNOPS ERP.
- Register supplier details in UNOPS ERP.
- Support the solicitation process for goods and services.
- Monitor and record deliverables of goods and services and ensure timely payments in alignment with appropriate SOPs.
- Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP.
- 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.
5. Support the Contact Management System Set-up
- In close collaboration with other team members, especially the Partnerships Development Specialist, support the set up and implementation of a CRM database on Salesforce
- Support the process of migrating all contact information to new CRM
- Provide support to staff in using the system
- Conduct data analysis and visualization via the respective functionality in the chosen CRM solution
Education/Experience/Language requirements
- Completion of secondary school is required.
- First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but is not required and may compensate for some of the required years of experience
- In the absence of a degree, administrative certification is an asset.
B. Work Experience:
- A minimum of five ( 5 )years of administrative, operations, travel management, asset management or related field experience, is required
- Ability to work with computer and office software packages (Google Suite, MS Office) and knowledge of spreadsheet and database packages are required
- Demonstrated skills and experience with Salesforce (or another CRM) is desirable
- Experience in UN system organizations is desirable
- Ability to work collaboratively and across teams is a strong asset.
C. Language:
- Full working knowledge of English is essential.
- Knowledge of another official UN language, particularly French , is an asset.
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