UNV Operations Assistant

Under the direct supervision of Project Management Analyst, the National UN Youth Volunteer will:

Event Organization:
• Assist in drafting Request for Quotations in line with UNDP’s rules and regulations to invite suppliers to bid depending on the services required;
• Assist with preparing cost sheet analysis and complete documentation needed to request issuance of contracts/Purchase Orders;
• Prepare and follow up on all the lists related to the activity (Participants list, rooming list, travel list);
• Assist in ensuring bookings at the hotel for the accommodation of participants;
• Assist in the preparation of events budgets;
• Ensure in updating the Calendar of Events.

Travel Requests:
• Assist in acquiring travel routings;
• Assist in the booking and purchase of tickets for all travel;
• Assist in drafting official travel documents/travel authorizations for staff and non-staff;
• Assist in calculating travel entitlements for staff, non-staff and assist in processing the relevant payment entitlements (per diem and terminals when applicable);
• Prepare requests for visas and follow up on issuance and delivery accordingly;
• Assist in preparing Travel Claim Forms for reimbursement of expenditures;
• Request for and follow up on the security clearance of different authorized travel missions.

Administrative Tasks:
• Assist in carrying out procurement processes in line with UNDP’s rules and regulations;
• Assist in processing of payments and invoices from travel agents, event organizers, hotels and their suppliers against terms of contracts and actual services rendered;
• Support in the coordination and recording of assets, which includes timely preparation and submission of periodic assets and inventory reports;
• Organize and update office files, and maintain the filing system of the Management Support Unit;
• Responsible for maintaining an updated Supplier list;
• Assist in research needed for logistics and outreach;
• Assist in drafting letters, correspondences, scanning, photocopying, etc.);
• Perform other tasks requested by the Management Support Unit.

• Any other related tasks as may be required or assigned by the supervisor.