Dutystation: Damascus, Syrian Arab Republic

Functional responsibilities

Underthe supervision of the Support Services Officer, the Logistics/Admin Assistant'sfunctional responsibilities include, but are not limited to the following:

Provide logistics support in organizing high level meetings, conferences, workshops and retreats,
Book flight as required;
Prepare and/or review travel authorization and ensure that travel claims are fully documented
Process travel Expense claims and other travel entitlements such DSA, terminal expenses etc. for staff, consultants, meeting participants and other official travelers
Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas
Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)
Gather information for procurement process below $5,000 in line with procurement rules and guidelines.
Process travel expenses according to established procedures and practice
Drive UNOPS/UNMAS vehicles and execute tasks as assigned by the supervisor.
Follow the rules and regulations of driving UNOPS/UNMAS vehicles at all times.
Ensure the safety and security of vehicle, staff and cargo, ensuring that road discipline and traffic rules are observed.
Manage the day-to-day maintenance of the assigned vehicle to ensure roadworthiness before departure.
Fill in the inspection sheet of vehicle status and share with the supervisor. Report promptly any defects or malfunctioning of the vehicle that requires.
Support with protocol matters, obtaining Note Verbal, and coordination with local authorities on support matters
Assist on routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action;
Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
Draft minutes, when required, and follow up as needed;
Prepare standard replies to queries, advice, statistics etc., seeking critical input from all parties concerned;
Prepare reports, charts, graphs and tables, applying skills in use of technology and information system in the organization, accuracy and compliance with UNOPS format and style;
Prepare briefing materials as required for mission travel and/or discussion on programme activities and status;
Receive shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), arrangements for shipments.
Prepare all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
Ensure that consumables are available in the office.
Perform any other duties as required.

Education/Experience/Language requirements

Education and Relevant Years of Experience:

First-level University degree (Bachelors or equivalent) with one (1) year of relevant experience; or
Technical / Professional Diploma with two (2) years of relevant experience; or
Secondary school diploma (high school or equivalent) with a minimum of four (4) years of relaxant experience.

Work Experience

Relevant experience is defined as experience in administration, procurement, logistics, operations, support services and/or related field.
Computer literacy is required
Knowledge of UN rules and regulations is desired

Languages:

Fluency in English (writing, speaking and reading) is required;
Fluency in Arabic (writing, speaking and reading) is required;

Sign in

Similar Opportunities

Similar Jobs (by Sectors)

Similar Consulting Opportunities