Project Management Support – Senior Assistant

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Description :



Functional Responsibilities:


Under the supervision of the Project Support Officer, the Project Management Support - Senior Assistant will be responsible for the following substantive tasks:

Assist in preparation of periodic accounting records by recording receipts and disbursements (ledgers, cashbooks, vouchers, etc) and reconciling data for recurring or special reports.

When authorized, make disbursements from Petty Cash and/or Operational Advance Accounts; maintain records of these disbursements and balances accounts as required.

Assist in maintaining financial records for project or other office accounts for which responsibility is assigned. Records receipts and payments, assures accuracy of computation and completeness of documents and maintains continuing status of allotments against obligations.

Assist in calculation and payment of salaries, allowances and travel claims.

Organize movements of project staff and goods to the project sites; prepare of Travel Authorizations.

Movement of Personnel and Cargo Movement Request.

Assist project staff on renewal of visa, travel permits and police registration.

Assist in managing the project allocated vehicles and other assets with timely repair and maintenance, maximizing operational efficiencies to the project implementation.

Whenever required, raise requisitions in oneUNOPS for the project support procurement and purchasing requirements for the Project Manager’s approval.

Conducts physical inventory checks, drafting periodic inventory and asset reports.

Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Conducts and reports on surveys of office maintenance needs as well as client satisfaction

Collects information for administrative surveys in support of the organization of common services.

Assist in maintenance of Property, Plant and Equipment register and operational databases.

Organize stationeries and other consumables for the project team day to day operations.

Perform other duties to support the project team as required.

Knowledge building and knowledge sharing

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Project Support.

Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of results

The Project Management Support - Senior Assistant directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Core competencies

Demonstrates integrity by modeling the UN’s values and ethical standards.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Treats all people fairly without favoritism.

Functional competencies

Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).

Ability to manage, organize, plan and implement work assignments

Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.

Education:

Completion of Secondary Education is required.

Bachelor's degree in Business Administration, Commerce, Public Administration, or equivalent disciplines is desirable.

Languages


Fluency in English is required Fluency in one or more additional offic...

Fluency in English is required

Fluency in one or more additional official UNOPS languages is an advantage.

Experience


:

Minimum 5 years of relevant experience in general administrative and/or operations’ support services in national or international public or corporate organizations is required.

Experience working in financial reporting, operational transactions will be an added advantage.

Some experience in UN system organizations is desirable.

Experience in use of computers and office software packages (Google Suite) and experience in handling of web-based management systems is an asset.

Experience in use of Enterprise Resource Planning (ERP) systems is desirable.

Languages:

Fluency in English is required

Fluency in one or more additional official UNOPS languages is an advantage.



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