Overview
Administration Assistant Jobs in Brussels, Brussels Region, Belgium at UNOPS
Title: Administration Assistant
Company: UNOPS
Location: Brussels, Brussels Region, Belgium
Job Highlight
Contribute to efficient office management and project operations by providing administrative and coordination support across project’s planning, implementation and monitoring.
Role Purpose
The Administration Assistant provides executive and administrative support to the team, including calendar and travel coordination, protocol compliance and support to the organization of meetings, workshops and events. The role supports project planning and monitoring, smooth running of the office, timely logistics coordination and high-quality administrative services. The position requires strong organizational skills, client focus and experience in executive and administrative support.
Functions / Key Results Expected
- Project Support
- Provide administrative support to project planning, implementation and monitoring in line with UNOPS rules, regulations and Standard Operating Procedures (SOPs).
- Assist in the preparation of reports, briefing materials, and internal meeting notes for management and stakeholders.
- Support tracking tools maintenance and project operational archiving.
- Travel, Logistics and Workshop Support
- Support the coordination and organization of logistics for meetings, workshops, conferences and steering committee events, including travel, accommodation, catering and security arrangements.
- Assist in processing travel authorizations, expense claims, and reimbursements for personnel and partners in line with UNOPS policies and procedures.
- Support smooth execution of events and timely resolution of logistical issues.
- Procurement and Administrative Support
- Provide support to procurement processes, including preparation of requisitions, purchase orders (POs) and payment requests.
- Maintain accurate and organized documentation of procurement, financial and administrative activities for audit and reference.
- Support the PM Specialist in project’s operational and financial monitoring.
- Provide administrative and logistical support to senior management, including scheduling, mission planning and preparation of travel documentation.
- Support coordination of meetings, including note-taking and follow-up on action points.
- Assist in processing operational advances, and other administrative transactions in line with established protocols.
- Provide office management support, ensuring that workspace, facilities, and services are well-maintained and adequate to a positive and productive work environment.
- Knowledge Building and Sharing
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing inputs and lessons learned.
- Support the drafting of reports, summaries and briefing notes.
Education Requirements
Required
- Secondary school (or equivalent) with 4 years of relevant experience OR
- Bachelor’s degree (or equivalent) in any discipline with 0 years of relevant experience is required.
Required
Experience Requirements
- Relevant experience is work in administration services and project environment at the international level or related areas.
- Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) ERP systems and web-based management systems are required.
Desired
- Experience of working in multicultural environments or UN system organizations.
- Experience with EU-funded projects implementation.
- Prior UNOPS experience.
- Experience in development or humanitarian contexts.
