Administration Associate (Travel and Fleet Management)

Functions / Key Results Expected: 

1. General Administration

2. Travel Support

3. Logistics and Fleet Management Services

4. Team Management

5. Knowledge Management and Knowledge Sharing

Under the general guidance and supervision of the Support Services Manager, the incumbent's responsibilities include the following:

• Manages petty cash for the office.

• Supports procurement of small supplies, the receipt of those supplies in the system and invoice processing.

• Supports the Admin Senior Associate (or any designated official) in providing general administrative support to the office. Support may include the management of premises, utilities, assets, facilities, etc.

• Supports travel planning for the whole office by liaising with personnel on their travel needs for coming periods.

• Prepares and coordinates visa support letters for travellers on UNOPS official travel and obtains necessary security clearances for them. 

• Supports the processing of permits for International personnel according to the laws of PNG. Submits data on the timeliness of this support as part of KPIs for Protocol Management.

• Conducts research on destinations and requests Travel Agent for provision of the most direct and economical routes.

• Maintains relationships with approved UNOPS travel agents.

• Ensures valid agreements exist with travel agents before any travel arrangement or transaction.

• Manages travel bookings for both UNOPS and non-UNOPS personnel going on official duty travel in accordance with UNOPS Travel Policy and Standard Operating Procedures and ensures compliance with applicable travel policies and practices.

• Provides policy-backed guidance, to personnel, on self-purchased tickets and process refunds in a timely manner after the travel is completed.

• Provides travel requirements to travellers  - such as visa requirements and mandatory inoculations required by health authorities.

• Raises Travel Authorizations (TA) for all travellers and verifies compliance with UN and UNOPS Travel SOPs. 

• Ensures that all travel is authorized by budget owners and that mission Terms of References are approved as appropriate.

• Follows up with travellers after the mission and ensures that mission reports are submitted, as necessary, in a timely manner.

• Checks and verifies document requirements for travel and maintains updated records on all travellers.

• Provides guidance to staff and personnel on travel entitlements, routes, rebooking, cancellations and payments.

• Coordinates travel bookings for personnel attending UNOPS-organised events.

• Handles travel issues, conflicts, complaints and refunds.

• Calculates daily subsistence allowances and Terminal Expenses.

• Liaises with the finance team on budget related estimates for tickets and DSA.

• File all relevant documents on participant travels in their respective folders.

• Compiles travel data as part of Key Performance indicators (KPIs) for the Travel Management.

3. Logistics and Fleet Management Services

• Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies;

• Implements the logistics system in accordance with UNOPS logistical procedures;

• Compiles vehicle utilization reports, on a monthly basis, and submits it to the supervisor.

• Compiles information on administrative services provided for cost-recovery bills;

• Provides transportation services, including managing drivers, regular vehicle maintenance, insurance, and consumption monitoring;

• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report;

• Supervises external contractors for transportation services, fuel, maintenance including client service and processing of invoices;

• Reviews, proposes changes to and implements Vehicle Management systems and Standard Operating Procedures (SOPs);

• Provides support for VIP visitors, including secure convoy organization;

• Ensures provision of vehicles and/or driver(s) for transporting authorized project and management personnel;

• Track pertinent information for each individual official vehicle, such as insurance expiration date, motor number, licence expiration date, chassis number, maintenance history, etc.;

• Ensure that all drivers receive relevant training and development and that they have valid driving licences at all times;

• Conducts accident damage assessments, processes vehicle accident reports and raises damage reports as required;

• Advises project managers on fleet and logistical requirements;

• Ensures that all vehicles are licensed and insured as per the requirements of the host government, and that all vehicles are fully equipped in compliance with UNDSS requirements and recommendations;

• Ensures compliance from all staff/personnel with UNOPS Vehicle Management Policy as well as Health and Safety procedures. 

• Issues Invoices for authorized vehicle private use by personnel and reports any non-compliance.

• Review/process purchase requisitions for vehicle parts and supplies;

• Manage the UN Booking Hub.

4. Team Management

• Facilitate the engagement and provision of high-quality  results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development;

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

5. Knowledge Management and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics;

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in human resources;

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

The effective and successful achievement of key results by the Administrative Associate directly affects the overall efficiency and effectiveness of the relevant business unit/project, in Administration, impacting the timely and effective implementation of the respective services and deliverables.  This ensures client satisfaction and promotes the image and credibility of UNOPS 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.

Education: 

• Secondary education or high school diploma is required. 

• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may substitute some of the required years of work experience.

• In the absence of a degree, administrative certification is an asset.

Experience:

• Minimum of six (6) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations in combination with a high school diploma or equivalent is required.

• Experience in providing travel support in an international organization is an asset.

• Experience in Fleet management is a strong asset. 

• Some experience in UN system organizations is desirable.

• Proficiency in computers and Google Suites and experience in handling web-based management systems is desirable.

• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language: 

• Full working knowledge of English is required.  

• Knowledge of another official UNOPS language is an asset