Support Services Assistant , Multiple positions

Summary of Key Functions  

Under the direct supervision of the Support Services Senior Associate and overall guidance of the Senior Operations Manager, the Support Services Assistant will provide administrative support to the timely processing, recording, monitoring, and maintaining of administrative and travel in accordance with UNOPS’, regulations, policies, and processes. The functional responsibilities include:

1. Support to administrative and management functions

2. Support to travel administration

3. Procurement Support

4. Knowledge Building and Knowledge Sharing

1. Ensures provision of reliable administrative and asset management support

• Arrangement of local and international travel for office and project personnel. 

• Follow up on payment of reimbursement to project personnel for use of mobile services and other expenses. 

• Provides support with respect to protocol issues and requests for official documentation

• Preparing accurate and regular monitoring and updates, as required inventory lists and adequate property records for the office, as well as for projects. 

• Assistance with other support service matters.

• Administering the receipt of goods and equipment for the office and projects, inspection and report preparation.

• Filing of administrative documents in line with the policy. Assist in the organization of meetings, conferences and visits

• Provide advice on support services entitlements and regulations in accordance with UNOPS

• Provide logistical support to visiting missions and personnel.

• Support liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.

2. Support travel administration

• Assist in the preparation and implementation of Quarterly Travel Plans

• Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented

• Assist in all domestic and international bookings including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and related.

• Timely processing of Request for Payments, including on timely payment of travel expenses to the personnel and visitors. 

• Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)

• Process requests for visas and liaise with travel agents and/or national missions to ensure the timely processing of visas

• Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed

• Keep an up-to-date travel directory of all travels undertaken

3. 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.

4. Knowledge building and knowledge sharing

• Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on Support Service topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

• Liaise with relevant MCO, HQ and UN system units to exchange information and follow up on pending issues.

• Secondary school (High School or equivalent) with a minimum of four (4) years of relevant experience or, no work experience with a bachelor/master’s degree is required.

• A university degree in Business Administration or Public Administration or related field may substitute for some years of experience.

• Relevant experience is defined as experience in Administration, Travel Management or any other related field. 

• Computer literacy and skills are required.

• Prior experience with the UN system or an international NGO is an asset.

• Fluency in English is required.

• Fluency in Uzbek or Russian is required. Fluency in both is an asset.