Administration Senior Assistant

UNOCT was established by the General Assembly in June 2017. The Office has five main functions: (a) provide leadership on the General Assembly counter-terrorism mandate across the United Nations System; (b) enhance coordination and coherence across the United Nations Global Counter-Terrorism Coordination Compact to ensure the balanced implementation of the four pillars of the Strategy; (c) strengthen the delivery of United Nations counter-terrorism capacity-building assistance to Member States; (d) improve visibility, advocacy and resource mobilization for United Nations counter-terrorism efforts; and ensure that due priority is given to counter-terrorism across the United Nations System and that the important work on preventing violent extremism is firmly rooted in the Strategy. 

The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes.

Administrative Support

• Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
• Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
• Provide administrative support for conferences, workshops and retreats, by coordinating with hotels, venues and catering services providers
• Process requests for quotation, purchase orders, and payments for event-related activities.
• Compile and organize information for periodic audits.
• Manage petty cash transactions in accordance with established procedures.

Travel and Logistics

• Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, rates, and schedules for specific itineraries.
• Process travel claims, purchase orders, payments, and contracts for travel-related activities.
• Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions.
• Prepare documentation for security clearances.
• Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN System officials.
• Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff.
• Coordinate with UN departments on import/export or transfer of goods for official purposes.
• Maintain strong working relationships with government ministries.
• Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules. 
• Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
• Supervise transportation services, ensuring quality client service, regular vehicle maintenance, insurance coverage, and monitoring of fuel consumption.
• Promptly report and investigate vehicle accidents, damage, loss or theft, and update vehicle history reports.
• Oversee external transportation service contractors, including performance monitoring and invoice processing.

Inventory and Facilities Management Support

• Conduct physical inventory checks and prepare periodic inventory and asset reports.
• Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
• Conduct and report on surveys assessing office maintenance needs and client satisfaction.
• Gather information for administrative surveys to support the organization and improvement of common services.

Knowledge Building and Sharing

• Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
• Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization.