Dutystation: Sanaa, Yemen
Functional responsibilities
1. Administrative Support
- Provide administrative support to conferences, workshops, retreats ,etc.
- Assists the supervisor in transportation services
- Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; and update and maintenance of vehicle history report.- Facilitate the engagement and protein of high quality results and services of the drivers supervised through effective work planning, performance management, coaching, and promotion of learning and development
2. Coordination Support
- Assist the Senior Admin Associate in coordinating with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al).
- Coordinate with Embassies and the official authorities in Yemen for obtaining visas for both local and international staff for the official trip abroad.
- Assist the Senior Admin Associate in the consultation with the supervisor of respective units, answer queries from the Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.
- Assist in documentation of decisions, correspondence, and actions taken on liaison issues, and ensure electronic filing is up to date.
- Draft and prepare official correspondence for the Ministry of Foreign Affairs, Ministry of Interior, and other governmental entities.
3. Travel and Visa Support
- Process and follows up on visas and stay permit for international staff, temporary visa for consultants, visitors and mission with Government departments and ministries
- Tracks visa status of international staff to ensure timely extension of their stay
- Arrange in-country travel permission from the government for international staff on official mission before the commencement of the travel.
- Facilitate and follow up on the issuance of visas, residency permits, vehicle license registrations, tax exemptions, security clearances, and all other protocol-related entitlements.
- Assist the Senior Admin Associate to develop and maintain all Standard Operating Procedures (SOPs) on visa related matters.
- Collect information for travel and visa surveys in support of the organization of common services.
- Maintain travel and visa documentation including records and files, ensuring safekeeping of confidential materials.
4. Knowledge building and Knowledge sharing
- Assist the Senior Admin Associate in supporting the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
- Assist the Senior Admin Associate in providing sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.
- Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
- Maintain unit’s documentation including records and files, ensuring safekeeping of confidential materials.
- Perform any other relevant task aligned to the field assigned by the supervisor.
—Education/Experience/Language requirements
First University Degree in Business Administration, Public Administration, or related disciplines is desirable but not required.
Experience:
- Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
- Some experience in UN system organizations is desirable. - -Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
- Experience in use of Enterprise systems including OneUNOPS is desirable.
language Requirements:
Full working knowledge of English and Arabic is required.
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