Administrative Assistant at UNOPS, Dakar, Senegal

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Deadline: 11 April 2019

The United Nations Office for Project Services (UNOPS) is currently seeking applications from the eligible applicants for the post of Administrative Assistant in Dakar, Senegal.

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UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure, and procurement in a sustainable and efficient manner.

Key Jobs Responsibilities

The Administrative Assistant will perform the following functions:

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  • Administrative Support
    • Collect and process statistical data.
    • Establish an effective system for physical and electronic archiving of office records, and ensure updating in accordance with UNOPS regulations in this area.
    • Provide administrative support to the entire office.
    • Manage the switchboard and welcome visitors.
    • Receive and distribute the mail.
    • Write correspondence, notes verbales and memos.
    • Classify and codify incoming and outgoing documents and ensure their rigorous management.
    • Prepare the necessary documentation and tools for internal and external meetings and prepare minutes.
    • Create Vendors, POs and Receipts.
    • Process and follow the contracts and invoices of Service Providers.
    • Set up a system for managing supplies of office supplies.
  • Travel and Logistics
    • Provide logistical support for exemption certificates and clearance formalities.
    • Organize staff missions: prepare documentation relating to travel and safety authorizations.
  • Inventory, Asset and Supply Management, Guard, Common Premises
    • Supervise the regular maintenance of vehicles.
    • Meticulously monitor service delivery contracts: electricity, water, insurance, telephone, etc.
    • Tracking telephone consumption and billing for any overruns are subject to consumption limits.
    • Report and promptly investigate vehicle accidents, damage, loss and theft of objects.
  • Acquisition and sharing of knowledge
    • Provide strong contributions within knowledge networks and communities of practice.
    • Synthesize lessons learned and disseminate best practices in administration.
    • Support the organization in implementing training and learning initiatives for staff on administration topics.
    • Ensure the security of confidential documents.

Eligibility Criteria

Applicants must have-

  • Hold a high school diploma or equivalent is required.
  • University degree (Bachelor’s and / or Master’s) in social sciences or administration or in a similar field with at least 1 year of experience would be an asset.
  • At least 5 years of professional experience in the field administrative management.
  • Knowledge of UNOPS rules and procedures would be an important asset.
  • Comprehensive fluency in Excel and Word.
  • Perfect command of spoken, spoken and written French is required.
  • Knowledge of written and spoken English would be considered a benefit.

How to Apply

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Applicants must submit their applications through online process.

For more information, please visit at UNOPS.