Administration Senior Assistant

UN Atlas; Brussel Hoofdstad; Hybrid; EUR 42,000 - 66,000; Full time

Job summary

UN Atlas is seeking an Administration Senior Assistant to support office operations and ensure efficient delivery of standard administrative processes. The role focuses on high-quality outcomes, timely reporting, and seamless office functioning within a UN context.

Responsibilities include event logistics, travel arrangements, processing quotations, payments, and audits, as well as documentation and collaboration with UN departments.

Qualifications

• Secondary school diploma with five years of relevant experience, or a Bachelor's degree with one year of relevant experience.
• A professional certificate in administration is desirable.

Responsibilities

• Provide comprehensive administrative support, including researching and analyzing data, preparing reports, and tracking deadlines.
• Manage event logistics, processing quotations, purchase orders, and payments.
• Oversee petty cash transactions and compile information for audits.
• Process travel authorizations, claims, visas, and other necessary documentation, ensuring compliance with UN regulations.
• Arrange travel logistics, including flights, accommodation, and customs clearance for shipments.
• Coordinate with UN departments on documentation for staff and visitors, and maintain relationships with government ministries.
• Support knowledge sharing and capacity building in administrative and logistics functions.

Skills

Communication

Data analysis

Document management

General administration

Inventory management

Logistics management

Travel management

Education

Bachelor's degree in administration or related field

Secondary school diploma with relevant experience

Tools

MS Office

G-Suite

Job description

Organizational context: The UNOPS Global Portfolios Office (GPO) operates globally, with hubs in New York, Geneva, and Vienna, leading multi-regional initiatives in sustainable development, climate action, and peacebuilding. It collaborates with governments, financial institutions, and UN agencies to deliver project management, fund management, hosting, and HR support across over 130 countries, aligning with the Sustainable Development Goals.

Job purpose: The Administration Senior Assistant is responsible for supporting office operations through the accurate and efficient execution of standard administrative processes. This role ensures high-quality outcomes by managing various administrative functions, contributing to the smooth functioning of the office and supporting the delivery of UNOPS' strategic priorities. The position plays a key role in maintaining operational efficiency and providing essential support services within the organization.

Responsibilities: Provide comprehensive administrative support, including researching and analyzing data, preparing reports, and tracking deadlines. Manage event logistics, processing quotations, purchase orders, and payments. Oversee petty cash transactions and compile information for audits. Process travel authorizations, claims, visas, and other necessary documentation, ensuring compliance with UN regulations. Arrange travel logistics, including flights, accommodation, and customs clearance for shipments. Coordinate with UN departments on documentation for staff and visitors, and maintain relationships with government ministries. Manage inventory, serve as stationery custodian, and conduct facility maintenance assessments. Support knowledge sharing and capacity building in administrative and logistics functions.

Education: A secondary school diploma with five years of relevant experience, or a Bachelor's degree with one year of relevant experience is required. A professional certificate in administration is considered desirable.

Work experience: Requires relevant experience in administration, logistics, operations, or related fields, along with proficiency in collaboration tools (e.g., MS Office, G-Suite) and web-based management systems. Experience in multicultural environments or UN system organizations is desirable.

Skills: Communication, Data Analysis, Document Management, General Administration, Inventory Management, Logistics Management, Travel Management

Required languages: English

Desired languages: French