Background Information - Job-specific
Background:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Purpose and Scope of Assignment Under the guidance and supervision of the Senior Admin Associate, The Administration Senior Assistant (Protocol) provides support to office operations that includes performing a variety of standard administrative processes, provides support to government liaison and protocol operations, ensuring high quality and accuracy of work.
Functional Responsibilities
1. Administrative Support
2. Coordination Support
3. Travel and Visa Support
4. Knowledge Building and Knowledge Sharing
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.
- Assist the Senior Admin Associate in supervising the official cars and ensure that maintenance of the specialized vehicles is timely and thoroughly conducted.
- 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.
Impact of results:
The effective and successful achievement of results by the Administration Senior Assistant directly affect the overall efficiency of the team's administrative 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. Competencies Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements
Education:
Completion of secondary school is required.
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.