Logistics and Administration Assistant

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;