Support Services Senior Assistant – Retainer

Iqtalent; Emea; On-site; IDR 166.777.000 - 250.167.000; Full time

Job summary

An international organization is seeking an Administrative Support Specialist to assist with Purchase Orders, process invoices, and provide administrative support for conferences. Candidates should have over 5 years of relevant experience, a high school diploma, and fluency in English. This role emphasizes diversity and encourages women and underrepresented candidates to apply.

Qualifications

• 5+ years of relevant experience in administrative or operations support services.
• Fluency in English; knowledge of French or other UN languages is desirable.
• Experience with Enterprise systems, such as OneUNOPS, is a plus.

Responsibilities

• Assist in preparing Purchase Orders and Contracts.
• Process invoices accurately and in a timely manner.
• Provide administrative support to conferences and workshops.
• Manage travel transactions and compliance with UN rules.
• Maintain confidential unit documentation.

Skills

Administration

Documentation management

Customer service

Invoice processing

Travel coordination

Education

High school diploma

Bachelor’s or Master’s degree in Business Administration or Public Administration

Job description

Overview

Application period 25-Apr-2024 to 09-May-2024

Functional Responsibilities

• Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
• Process invoices for goods and services delivered, ensuring accuracy, complete documentation, and timely payment. Follow up to completion and inform partners.
• Provide administrative support to conferences, workshops, retreats.
• Processes travel transactions (authorizations and claims), including in the OneUNOPS system for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, rates, and travel schedules for specific itineraries.
• Maintain unit’s documentation, including records and files, ensuring the safekeeping of confidential materials.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Monitoring and Progress Controls

• Regular bilateral meetings with the supervisor and the portfolio team, along with timely and accountable delivery of services, ensure client satisfaction. This promotes the image and credibility of the team and office as effective service providers in project services and management.

Education/Experience/Language requirements

Female candidates are strongly encouraged to apply

Candidates with no United Nations or UNOPS experience are strongly encouraged to apply

Education:

• Secondary education/High school diploma is required.
• University degree (Bachelor’s or Master’s), preferably in Business Administration, Public Administration or other related discipline, will be considered an asset and may substitute for some of the required years of experience.

Required Experience:

• A minimum of five (5) years of relevant experience in general administrative or operations support services in national or international public or corporate organizations is required.

Desirable experience (the following experience is optional candidates who do not have it are welcome to apply):

• Experience in the UN system organizations is desirable.
• Experience in the use of Enterprise systems, including OneUNOPS, is desirable.

Language:

• Fluency in English is required.
• Knowledge of French or other UN working languages is desired.

Think big. Meet challenges head-on. Help people build better lives. UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities. We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.