Administration Associate

Job Description

Drive smooth office operations by supporting administration, logistics, and client-focused services.

The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system
• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOPS procedures.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
• Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel, as well as office space and other administrative matters.
• Compile information on administrative services provided for cost-recovery billing.
• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.
• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.
• Oversee external transportation contractors, including client service delivery and invoice processing.

Knowledge Building & Sharing

• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.
• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

About the Organization

United Nations Office for Project Services