Admin Associate

Overview

Provide comprehensive administrative support to ensure smooth operations.

You have:

• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications and corporate IT systems.
• Completed Secondary Level Education required. A first level university degree is desirable.
• Fluency both written and oral, in English and Arabic.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,916 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

The Position:

The Administrative Associate is located in Sanaa (CO) and reports to the Head of operations Unit under the overall leadership of the international operations manager.

Work Relations: Internal contacts include the Operations Manager, other operations Units, and the CO’s programme/ technical team.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Administrative Associate delivers quality services in the administration unit to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented resultsfocused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects.

You would be responsible for:

• Facilitates the organization of workshops, conferences, retreats and other events by providing logistics procurement and administrative support for the events. ● Ensures timely processing of travel requests and respective travel entitlements; reviewing Travel Authorizations, processing POs for DSA and tickets. Review outstanding F10 completion periodically and share status of compliance with Management. ● Supports on protocol arrangements, registration of International staff, securing of visas and permits with local authorities; ● Prepares and submits payment requests to the finance section after verification of supporting documents, correct usage of chart of accounts and budget availability; ● Contributes to the smooth running of the Country Office’s facilities/premises by ensuring timely provision and maintenance of services, utilities (water supply, electricity, communications, etc.), equipment and supplies, and analyzes all facilities/premises expenditures and recommends potential areas of cost reduction and or recovery where possible; ● Supports knowledge building and knowledge sharing in the CO, focusing on training of staff on the administrative procedures and sound contributions to knowledge networks and communities of practice; ● Processing travel requests by providing bookings and tickets for both domestic and international missions either through the travel agency or UNHAS, ● Reviewing Travel authorizations and supporting documents for processing the payments through POs for DSA , tickets, and respective travel entitlements, ● Follow up of submission and Processing of the of the F10 claims, mission report after mission completed,
• Keep a proper filing system in place for processed travel authorizations and related invoices and tickets obtained, ● Support on requests submission of extra luggage and shipment by UNHAS cargo or pouch ● Liaise with the travel agency and UNHAS and process their payments, follow-up with the travel agency on payment deposits in their account and liaise with finance to provide statements as needed. ● Processing requests for UNLP issuance and renewal after verification of the complete set of documents ● Support to obtain entry visas from embassies and exit visa from the authorities for UNFPA Staff ● Keeping proper electronic filing for international staff and their dependents Passports, stay permits, IDs, arrival notification and their photos. ● Contributes to the smooth running of the Country Office’s facilities/premises by ensuring timely ● provision and maintenance of services, utilities (water supply, electricity, communications, etc.), equipment and supplies, and analyzes all facilities/premises expenditures and recommends potential areas of cost reduction and or recovery where possible. ● Ensure that all capital assets / inventory recorded and controlled in the system, and records are maintained up to date. ● Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc. ● Supports on the oversight and management of transportation services, vehicle maintenance, MOSS compliance and insurance, maintenance of daily and monthly vehicle logbooks, gas consumption control, reporting and investigation of cases of vehicle accidents, damage, loss or theft of items. ● Supervises and oversees the allocation of vehicles and drivers.

Qualifications and Experience:

• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications and corporate IT systems.

Education:

• Completed Secondary Level Education required. A first level university degree is desirable.

Languages:

Fluency both written and oral, in English and Arabic.

Required Competencies:

Values:

Exemplifying integrity,

Demonstrating commitment to UNFPA and the UN system,

Embracing cultural diversity,

Embracing change

Core Competencies:

Achieving results,

Being accountable,

Developing and applying professional

Expertise/business acumen,

Thinking analytically and strategically,

Working in teams/managing ourselves and our relationships,

Communicating for impact

Functional Competencies:

Providing logistical support,

Managing data, Managing documents,correspondence and reports, Managing information and work flow,

Planning, organizing and multitasking,

Supporting financial data analysis)

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Potential interview questions