Functions / Key Results Expected

Administrative Support

•Coordinate and manage the daily schedule and appointments of the Head of Country Office.
•Liaise with government counterparts and stakeholders, coordinate and schedule meetings, and sustain strong professional relationships with them.
•Provide administrative support for conferences, workshops and retreats.
•Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
•Compile and organize information for periodic audits.
•Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
•Manage petty cash transactions in accordance with established procedures.
•Provide administrative and HR support, such as but not limited to recruitment coordination, interview scheduling and reporting, contract monitoring for consultants, maintenance of staffing databases, preparation of HR reports, and updating staff attendance records.

Travel and Logistics

•Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
•Provide information on air services, rates, and schedules for specific itineraries.
•Process travel claims, purchase orders, payments, and contracts for travel-related activities.
•Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions.
•Prepare documentation for security clearances.
•Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN/ UNDP officials.
•Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff.
•Coordinate with UN departments on import/export or transfer of goods for official purposes.
•Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules.
•Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.

Inventory and Facilities Management Support

•Conduct physical inventory checks and prepare periodic inventory and asset reports.
•Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
•Conduct and report on surveys assessing office maintenance needs and client satisfaction.

Knowledge Building and Sharing

•Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
•Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization.