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Administration Assistant

Nur-Sultan

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Nur-Sultan
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2025-02-28

Job categories Administration
Vacancy code VA/2025/B5010/29722
Department/office ECR, AUMCO, Austria
Duty station Astana, Kazakhstan
Contract type Local ICA Support
Contract level LICA-4
Duration Open ended contract subject to availability of funds and satisfactory performance
Application period 14-Feb-2025 to 28-Feb-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

  1. Logistics and asset management support

  2. Transport services

  3. Support to knowledge building and knowledge sharing 

1. Logistics, Asset Management Support

  • Provides operational support to the project in terms of operational activities, payments, set-up of trips and other related project elements as needed as well as providing the relevant support to set-up the project team. In addition, provides administrative support to ensure efficient operation of the office.

  • Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies.

  • Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports.

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

  • Assistance with timely and effective customs clearance.

  • Compiles information on administrative services provided for cost-recovery bills.

  • May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

  • Supervises external contractor for transportation services, including client service and processing of invoices.

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

2. Transportation services

  • All official transport needs of Management and office personnel met with accompanying security arrangements.

  • Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.

  • Efficient building management and maintenance activities. 

  • Implementation of a power policy in line with capacity of the city power and generators.

  • Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions. 

3. Knowledge building and Knowledge Sharing

  • Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.

  • Sound contributions to knowledge networks and communities of practice.

 Impact of Results

The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.   Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

Education

  • Completion of secondary school is required. 

  • First University (Bachelor)  Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
  • In the absence of a degree, administrative certification is an asset.
Experience

  • A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results is required (2 years of experience in combination with a Bachelor degree will be accepted).

  •  Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is required.

  • Some experience in UN system organizations is desirable.

Languages

  • Full working knowledge of English and Russian is required. 

  • Knowledge of a regional working language is an asset.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.