Administration Associate At UNOPS

Background Information – Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management

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.

UNOPS has signed an agreement with the Department of Political and Peacebuilding Affairs/Peacebuilding Support Office (DPPA/PBSO) to implement the project activities for the Humanitarian Development Peacebuilding and Partnership project on behalf of the PBSO.

The HDP Partnership Facility, established under the Peacebuilding Fund in 2019, advances the strategic partnership between the UN and the World Bank in crisis-affected situations, under the 2017 Partnership Framework, through small grants to UN entities consolidating advisory, liaison, data, analytical and operational capacities. The Facility will focus on reinforcing its knowledge management and monitoring capacities to best capture lessons, results and contribute to a wider dissemination of partnership opportunities with the IFIs in crisis affected situations.

This position is based in New York and may require international travels as COVID-19 restrictions allow.

This position in UNOPS requires close coordination with the PBSO and other UN entities. The incumbent of this position will be a personnel of UNOPS under its full responsibility.

Functional Responsibilities

Under the supervision of the Programme Manager of the facility the incumbent will carry out the following activities:

  1. Management Support:
  • Coordinates individual work areas and coaches personnel in the execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
  • Supports the monitoring of the team performance against service agreements with clients and client satisfaction
  • Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
  • Administers inventory control, supervising proper issuance of inventory items and supplies.
  • Reviews travel authorizations, documentation, payments
  • May be designated transactional role in OneUNOPS/Enterprise system
  • Compiles data and researches information for planning of financial resources/administrative budget for administrative services.

2. Team Management:

  • Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.

3. Logistics, Asset Management Services:

  • Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
  • Oversees implementation of logistics system in accordance with UNOPS logistical procedures
  • Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
  • Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
  • Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
  • Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
  • Compiles information on administrative services provided for cost-recovery bills.
  • May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
  • Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
  • Supervises external contractor for transportation services, including client service and processing of invoices.

4. Knowledge building and Knowledge Sharing:

  1. Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
  2. Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
  3. Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

The effective performance of the Administration Associate directly impacts the successfully running of the HDPP facility and ensures a good UN-World Bank partnership.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational 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 to succeed, 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 creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

*********FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY”

*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY******

Education:**

  • Completion of secondary school is required.
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Work Experience:
Required:

  • Minimum of (6) six years of relevant experience in general administrative, logistics, or operations’ support services is required.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

  • Some experience in UN system organizations is desirable.
  • Experience in use of Enterprise systems including OneUNOPS is desirable.
  • Proficiency in computers and office software packages (MS Office and/or Google Suite) and experience in handling of web-based management systems is desirable.

Language Requirements:

  • Full working knowledge of English and French is a requirement.
  • Knowledge of a second UN or regional working language is an asset.

Contract type, level and duration

  1. Contract type: staff
  2. Contract level: G6
  3. Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

**Travel and installation costs in New York and from New York are not included in the contract, this is under the responsability of the selected candidate.

This is a local position, if needed UNOPS will faciliate the visa process in New York.**

Additional Information

  • Please note that UNOPS does not accept unsolicited resumes.
  • Applications received after the closing date will not be considered.
  • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
  • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
  • We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

How to apply

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=25613#3

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