Senior Administrative Assistant (SSA) Individual Contractor

Job Summary

This SSA is located in the General Support Services (GSS) of the Administration Division (ADM).

The General Support Services (GSS) plays a crucial role in ensuring the efficient functioning of the Organisation by providing smooth logistical and operational support. It assists with asset and property management, inventory control, supplies, travel, shipping and transportation, fleet management, visas and travel documents, insurance, catering services, mail services, cleaning services and contract management with external service providers.

The individual contractor will be working in the General Support Section (GSS) under the supervision of the Head of General Support Services and in close cooperation with the Head of Facilities Management.

The individual contractor engaged will undertake a diverse range of support tasks covering the budgetary and administrative aspects of the GSS and Facilities Management Services (FMS) sections. This includes assistance with budget formulation, management, control, financial and related reporting, procurement assistance (requisitions and purchase orders), asset management, Enterprise Resource Planning (ERP) system.

The contract period for this SSA is for 7 months from 1 October 2026 to 30 April 2027.

Main Responsibilities

Under the supervision of the Head of General Support Services, the incumbent shall perform the following functions:

Budgetary Management Assistance:

• Execute invoice processing, budget implementation, and proactive forecasting on the available financial possibilities and budget;
• Monitor the financial status of the GSS and FMS sections and update the head proactively with financial overviews, including forecasts and possible deviations;
• Review, analyse, and contribute to the finalisation of cost estimates and budget proposals, including programmatic facets; ensure alignment with the Medium-Term Plan and other legislative mandates;
• Assist GSS and FMS managers in outlining resource prerequisites for budget submissions;
• Oversee budget implementation/expenditures, recommending reallocation of funds to GSS and FMS managers as exigencies arise;
• Scrutinise requisitions for goods and services, ensuring precision in charging expenditure objects and fund availability;
• Contribute to the preparation of budget performance submissions and tailored financial reports;
• Analyse deviations between approved budgets and actual expenditures;
• Assist the section concerning Budgetary and Financial Reporting and support in addressing internal and external auditor inquiries;
• To assist in the IPSAS-compliant financial reporting aligned with the OPCW ERP.

Procurement and Contract Administration:

Assists the Contract Management Officer with:

• Data and reports for monitoring of contract performance;
• Maintaining contract compliance checklists and implementation plans;
• Contributing input to the statement of works/requirements, performance standards, and Key Performance Indicators.

Supplies, Inventory and Asset Management:

• Contribute to the Organisation's annual physical inventory and scrutinise its alignment with financial reporting.

General Administration:

• Assist in collating and analysing data for the preparation of presentations and reports;
• Create comprehensive spreadsheets and presentations when applicable, for example on energy savings and utility costs;
• Ensure precise digital record-keeping to ensure accountability;
• Oversee parking administration;
• Fulfil any other duties and tasks as required in line with the position's responsibilities.

Qualifications and Experience

Education

Essential:

• High School Diploma or equivalent of higher secondary education.

Desirable:

• Supplementary training in administration, project/programme administration, or related fields;
• Additional training in Finance.

Knowledge and Experience

Essential:

• A minimum of four years progressively responsible and related experience in administration support services, including financial administration and contract management;
• Proficiency in the application of Enterprise Resource Planning (ERP) systems;
• Proficiency in MS Office.

Skills and Competencies

Professionalism: Ability to perform a broad range of administrative functions, apply knowledge of various OPCW administrative, financial and human resources rules and regulations. Shows pride in work and in achievements.

Technological Awareness: Solid computer skills, including working with databases and producing statistical reports.

Planning and organising: Strong organisational and time-management skills. Develops clear goals that are consistent with agreed strategies; can prioritise activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work.

Client Orientation: Ability to identify client’s needs and find appropriate solutions.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication.

Teamwork: Proven interpersonal skills; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Accountability: Aligning actions with the organisation's mission, adhering to ethical principles, utilising resources responsibly, contributing to achieving the OPCW's global objectives.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.