Administration Senior Assistant

General Information

Position Title

Administration Senior Assistant

Job Category

Strategy & Corporate Services

Duty Station(s)

Brussels

Seniority Level

Entry Level

ICS Level

ICS 05

Contract Type

ICA - LICA - Support - Regular

Contract Level

LICA 5

Posting Start Date

21-Oct-2026

Posting End Date

15-Nov-2026

Duration

4 months (extensions subject to budget availability, project needs, and satisfactory performance)

Job Highlight

The selected candidate for this role will become UNOPS personnel under its full responsibility. The incumbent will work to drive smooth office operations by supporting administration, logistics, and client-focused services.

About the Region

The UNOPS Global Portfolios Office (GPO) brings together diverse expertise to help partners deliver impact worldwide. With hubs in New York, Geneva, and Vienna, and expert teams operating globally, GPO leads multi-regional initiatives that advance sustainable development, climate action, and peacebuilding - including in some of the world’s most challenging environments.

By leveraging our collective expertise and global networks, GPO supports UNOPS’ strategic priorities and the Sustainable Development Goals across more than 130 countries. We work closely with major global partners - including governments, international financial institutions, and UN agencies - to deliver a wide range of services, such as project management, fund management, hosting services, and HR support.

Our thematic focus spans climate action and energy, health, peace and security, sustainable development, and humanitarian action, supporting high-impact initiatives across critical global priorities.

About the Country/Multi-Country Office

UNOPS Development and Special Initiatives team works with UN partners and Member States. This portfolio offers support for various initiatives and priorities of the UN Secretary- General in pursuit of the 2030 Agenda and the Sustainable Development Goals. Additionally, it helps the UN Secretariat in implementing global programs in areas such as political affairs, climate, counterterrorism and peacebuilding, among others.

About the Group

Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

Job Specific Context

UNOCT was established by the General Assembly in June 2017. The Office has five main functions: (a) provide leadership on the General Assembly counter-terrorism mandate across the United Nations System; (b) enhance coordination and coherence across the United Nations Global Counter-Terrorism Coordination Compact to ensure the balanced implementation of the four pillars of the Strategy; (c) strengthen the delivery of United Nations counter-terrorism capacity-building assistance to Member States; (d) improve visibility, advocacy and resource mobilization for United Nations counter-terrorism efforts; and ensure that due priority is given to counter-terrorism across the United Nations System and that the important work on preventing violent extremism is firmly rooted in the Strategy.

Role Purpose

The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes.

Functions / Key Results Expected

Administrative Support

• Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources.
• Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
• Provide administrative support for conferences, workshops and retreats, by coordinating with hotels, venues and catering services providers
• Process requests for quotation, purchase orders, and payments for event-related activities.
• Compile and organize information for periodic audits.
• Manage petty cash transactions in accordance with established procedures.

Travel and Logistics

• Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
• Provide information on air services, rates, and schedules for specific itineraries.
• Process travel claims, purchase orders, payments, and contracts for travel-related activities.
• Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions.
• Prepare documentation for security clearances.
• Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN System officials.
• Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff.
• Coordinate with UN departments on import/export or transfer of goods for official purposes.
• Maintain strong working relationships with government ministries.
• Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules.
• Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
• Supervise transportation services, ensuring quality client service, regular vehicle maintenance, insurance coverage, and monitoring of fuel consumption.
• Promptly report and investigate vehicle accidents, damage, loss or theft, and update vehicle history reports.
• Oversee external transportation service contractors, including performance monitoring and invoice processing.

Inventory and Facilities Management Support

• Conduct physical inventory checks and prepare periodic inventory and asset reports.
• Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs.
• Conduct and report on surveys assessing office maintenance needs and client satisfaction.
• Gather information for administrative surveys to support the organization and improvement of common services.

Knowledge Building and Sharing

• Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives.
• Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization.

Skills

• Communication, Data Analysis, Document Management, General Administration, Inventory Management, Logistics Management, Travel Management

• Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others, utilizing appropriate leadership styles.

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativit