Administration Assistant – Retainer
Qualifications of Administration Assistant – Retainer:
- Location: Remote
- Vacancy No: N/A
- Salary: N/A
- Organization: UNOPS United Nations Office for Project Services
- Deadline: 2025-07-27
Brief details about Administration Assistant – Retainer:
About
Information about the organization that has offered the job:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York – based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.
Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.
UNOPS has signed an agreement with the United Nations Office for Counter Terrorism (UNOCT) to implement the project activities under the Global Programme on Prosecution, Rehabilitation and Reintegration (PRR). In the framework of this collaboration, a high-level event is being organized on behalf of the Republic of Iraq. The incumbent of this position will provide support to this event and other related project activities, over two months..
The incumbent of this position will be a personnel of UNOPS under its full responsibility.
Functional Responsibilities
Summary of Key Functions
Assist with clerical and administrative duties, including but not limited to the following:
- Logistics support for a high level conference event
- Obtain quotations, organize transport for participants in the training events and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the county between the relevant partners.
- Handle documents control on the site of the conference, including for interpreters and attendees.
- Help Ensure appropriate execution of conference through suitable IT support
- Guide attendees to their positions at the conference.
- Respond to partner queries and forwarding queries to UNOPS Project Management or Operations Associate to respond as necessary.
- Assist in the production and printing of training documentation.
- Assist in the preparation of pre and post training activities and reporting.
- Maintenance of accurate records (hardcopy and online) of operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
- Resolution of routine administrative and process issues, referring complex issues to the Project Management or Operations Associate with recommendations for course of action.
- Use of technology and electronic systems and tools to initiate work, share information with project personnel and stakeholders.
- Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
- Support for knowledge building and knowledge sharing.
Education/Experience/Language requirements
Education:
- A high school diploma with four (4) years of relevant experience is required.
- A professional or technical diploma with two (2) years of relevant professional experience, may be accepted.
- A Bachelor’s Degree with no work experience may be considered.
- In the absence of a degree, administrative certification is an asset.
Work Experience:
- Relevant experience is defined as administrative/operational experience in logistics and administration.
- Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is desirable.
- Some experience in UN system organizations is desirable.
Language:
- Fluency in English (write, read, talk) is required.
- Knowledge of a second UN or regional working language is an asset.