Administration Senior Associate

Support the effective delivery of protocol and administrative services by facilitating government liaison, immigration and official documentation processes, and day-to-day office coordination. Ensure services are delivered efficiently, accurately, and in compliance with UNOPS policies and procedures.

Responsibilities

• Maintain relationships with units in government ministries, agencies, and local authorities to facilitate official correspondence, scheduling, and coordination of meetings on behalf of UNOPS management and personnel.
• Maintain continuous dialogue with government departments on protocol matters and provide management with information and guidance on applicable protocol requirements and procedures.
• Process and facilitate residency permits.
• Handle processing of VAT exemptions and tax exemption approvals relating to project delivery.
• Coordinate with the Ministry of Foreign Affairs, Immigration Department, Airport Authorities, and related Ministries.
• Support in establishing and maintaining monitoring tools and proper filing/archiving systems for protocol and administrative records.
• Assist with interpretation and translation during high-level meetings and field visits.
• Maintain up-to-date contact details of the ministries and local authorities with whom UNOPS has working relationships, including contact personnel and documentation requirements.
• Brief international personnel on general administrative matters relating to visas, security; provide advice and ensure administrative support as required.
• Coordinate administrative workflows and guide personnel on executing standard office transactions, processes, and client services in full compliance with UNOPS rules and regulations.
• Review travel authorizations, travel arrangements, itineraries, supporting documentation, and travel reimbursement requests.
• Provide administrative support for key events (e.g. conferences, VIP visits, UN Day), ensuring timely, high-quality delivery.
• Conduct briefings for incoming and current staff on immigration formalities, protocol procedures, administrative rules, and diplomatic privileges/immunities in Syria.
• Participate actively in knowledge-sharing initiatives, Communities of Practice (CoPs), and operations meetings to contribute insights, updates, and lessons learned.

Requirements

• Secondary school (or equivalent) with 7 years of relevant experience OR Bachelor's degree (or equivalent) in any discipline with 3 years of relevant experience is required.
• Relevant experience is defined as experience in supporting administrative services, liaison/protocol services, and government relations.
• Experience in using collaboration and productivity tools (e.g., MS Office, G-Suite) required.
• Experience and proven track record in dealing with government ministries, immigration, local authorities, and customs in processing official documents is highly desired.
• Experience working in UN system organizations or international non-governmental organizations in humanitarian or development contexts is desired.

Skills

• Administrative Services
• Liaison Support
• Protocol Services
• Government Relations
• Document Processing
• Immigration Procedures
• Office Coordination
• Microsoft Office Suite
• G-Suite
• UN System Experience
• Humanitarian Experience
• Development Context Experience

Languages

English, Arabic