Administration Associate

Under the overall guidance, direction and supervision of the Head of Support Services, the Administrative Associate (Retainer) forms part of the Support Services of Ukraine Multi-country Office - Poland Representation office. They will contribute to ensuring that the day-to-day activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The Administrative Associate will be responsible to provide support for all operational aspects, including but not limited to managing facilities and warehouses, and covering all aspects of procurement, contracting and logistics, administration, outreach and stakeholder coordination in close consultation with the relevant colleagues. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Summary of Key Functions:

1. Administrative Support - Translations
2. Administrative support - Research and documentation
3. Logistics and travel support
4. Knowledge Building and Knowledge Sharing

1) Administrative Support - Translations:

• Prepare briefings, emails and other documents as required in Polish for use by key internal stakeholders
• Communicate with Polish utility companies and other relevant stakeholders in Polish to support the operations of the UNOPS Office.

2) Administrative support - Research and documentation:

• Provide support in researching potential opportunities related to Office administration as shall be guided by UNOPS management e.g. Local suppliers for administration supplies (furniture, stationary, fuelling points, parking space management etc)
• Keeping abreast of social, economic, and political trends, and provide background notes and analysis, as needed;
• Support preparation of background notes, briefings, and other materials for UNOPS management and personnel as needed.

3) Logistics and travel support

• Act as liaison for UNOPS with the premise Lessor, in facilitating sharing of documents between UNOPS and Lessor e.g. Lessors registration paperwork in Poland, collection of utility bills from Lessor etc.the identification of and leasing Office Space for UNOPS in Warsaw
• Conduct administrative support including office space furnishing and other premise management components at UNOPS office
• Handle routine administrative and process issues related to the office
• Provides administrative support to organising meetings, field visits for needed assessments and other travel as needed, including for external UNOPS colleagues to travel to Poland
• Conducts physical inventory checks, drafting periodic inventory and asset reports;
• Registers assets on electronic systems;
• Acts as a custodian for management of office stationery and other supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution
• Provide necessary inputs to the UACO Support Services team to support with processing of travel transactions (authorisations and claims), requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations
• Provides information on air services, rates and travel schedules for specific itineraries
• Prepares documentation for security clearances, processes hotel reservations, organises airport pickups, hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.

4) Knowledge Building and Knowledge Sharing:

• Maintains office documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials, for easy reference and retrieval, document management, including file closures, archiving
• Ensures adequate and complete filing for all documents related to UNOPS Poland office
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.