Administration Assistant

About

The Administration Assistant processes standard administrative, travel and procurement transactions for the UNOPS Africa regional office in Nairobi, ensuring compliance with established rules and procedures. The role supports office and project personnel through records management, travel administration, asset management and procurement support. Applicants need a secondary/high school diploma with at least four years of relevant experience, or a Bachelor's or Master's degree with no work experience; fluent English is required. Contract level: LICA 4. Terms of service: ICA - LICA - Support - Regular. Duration: On going. Reference: 5068. Duty station: Nairobi.

How to apply

Apply online through the official UNOPS careers advert page.

Responsibilities

• Supports the arrangement of local and international travel for office and project personnel.
• Follows up on payment of reimbursement to project personnel for use of mobile services and other expenses.
• Provides support with respect to protocol issues and requests for official documentation.
• Prepares accurate and regular monitoring and updates, as required, inventory lists and adequate property records for the office, as well as for projects.
• Assists with other support service matters.
• Administers the receipt of goods and equipment for the office and projects, including inspection and report preparation.
• Files administrative documents in line with the policy.
• Assists in the organization of meetings, conferences, and visits.
• Provides advice on support services entitlements and regulations in accordance with UNOPS rules.
• Provides logistical support to visiting missions and personnel.
• Supports liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space, and other administrative matters.
• Assists in the preparation and implementation of Quarterly Travel Plans.
• Prepares and/or reviews Travel Authorizations (TAs) and verifies that travel claims are fully documented.
• Assists in all domestic and international bookings, including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings, and related tasks.
• Processes requests for payments, including timely payment of travel expenses to personnel and visitors.

Qualifications

• Secondary School Diploma or High School Diploma with a minimum of four (4) years of relevant experience.
• A Bachelor's or Master's degree with no work experience.
• A university degree in Business Administration or Public Administration or related field.
• Certification in Office Administration or related field.
• Minimum of four (4) years of relevant experience in administration, travel management, or a related field with a secondary school diploma.
• Computer literacy and skills are required.
• Prior experience with the UN system or an international NGO.
• English: Fluent.
• French: Basic.