Administration Manager At UNOPS

Application deadline: 23 March 2022

Duty Station: Helsinki, Finland

Fixed term: P3

FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

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

To achieve UNGP goals UNOPS is recruiting an Administration Manager to strengthen UNGP’s operational capabilities in support of UNGP’s broader transformation in line with its new Terms of Reference.

This role seeks to i) design, develop, refine and improve administrative processes; ii) provide operational guidance and support to the staff and teams in UNGP Finland and across the wider UNGP Network; and iii) ensure adequate administrative systems, tools and processes are in place which allows UNGP to be operationally agile to deliver on its goals, mission and vision.

The ideal candidate feels at ease in a rules-based organisation and is inquisitive and curious on how better administrative tools, processes and practice can improve the UN and increase its operational impact.

The role will involve significant engagement with procurement, finance, partnerships, legal, HR and operations teams. It will entail working with a number of internal and external project/portfolio partners and individual experts. The candidate will be able to translate complex processes into simple ideas and language and thrive in working across topics, teams and geographies.

The role is expected to be process driven but at the same time innovative. For example, the incumbent is expected to provide advice and proposals on how the UN can improve its operational capacity in support of a ‘next generation UN’. The role is based in Helsinki, Finland. Occasional travel and field missions may be required as conditions allow.

The incumbent will work under the supervision of the Lab Manager, UN Global Pulse Finland and execute the following duties:

1. Team Management and Coordination
2. Process Development and Management
3. Procurement and Partnerships
4. Recruitment and Human Resources
5. Finance and Operations
6. Team Management and Coordination

● Develop, supervise and lead an operations team to serve UN Global Pulse Finland and the wider the UNGP network.

● Line manage and supervise administrative staff.

● Coordinate regularly with administration and operations leads in UNOPS and across the UNGP network.

1. Process Development and Management

● Lead, oversee and manage improvements to increase UNGP network wide operational capacity, overseeing roles and responsibilities in addition to developing tools, systems and procedures.

● Lead and execute cost comparison exercises which continue to seek value for money for the UNGP Network. Present business cases for providers of goods / supplies /services as required.

1. Procurement and Partnerships

● Lead the coordination of administrative processes for UN Global Pulse Finland and wider the UNGP network (where applicable), keeping staff regularly informed on administrative processes, policies, procedures and options.

● Assist UN Global Pulse Finland and wider the UNGP network with purchase planning for goods and services including planning, drafting and dispatching ToR specifications and tenders. (RFQs, RFPs, ITBs, consultancies, non-PO).

● Map license and other related needs across the network. Lead on procurement for software and other licenses.

● Support the Partnerships Specialist in developing modalities for partnership creation and management.

1. Recruitment and Human Resources

● Coordinate and be the focal point for all UNGP Finland-funded recruitment. Support teams on the creation of staff Terms of References and guide teams through the recruitment process.

● Continuously track and provide proposals for improving/refining the recruitment process. Ensure efficiency and effectiveness across all recruitment processes.

● Manage and continuously refine the network wide onboarding and separation processes.

● Create, execute, manage and follow up on UNGP’s staff engagement survey.

● Provide additional advice and guidance on HR policies and processes as required.

1. Finance and Operations

● Lead and oversee the development of Finland Lab budgets for all Contribution Agreements and their amendments.

● Support UNOPS on the development and submission of Finland Lab budgets for Financing Agreements and their amendments.

● Supervise administrative staff to regularly track and report on budget balances and spend. Monitor and analyze detailed budget lines against approved budgets including any earmarked funding.

● Lead and organize regular budget progress and planning meetings with staff/project teams as necessary. Lead annual budgeting exercises with project/portfolio teams.

Impact of Results

The incumbent will help UNGP to establish systems, processes and tools to increase its operational impact. This includes an improved administrative and operational backbone to enable UNGP to become more agile, lean and responsive in support of its work on strategic foresight and innovation scaling.

UNGP will improve the way it designs, manages and delivers its operations. Tools, processes, best practice will be shared across UNGP offices so the role will have an ‘across the network’ impact.

Education:

● An advanced university degree (Master’s degree or equivalent) preferably in business administration, development studies, sciences, social sciences, public policy, international relations, or another relevant field is required.

● A first-level university degree (Bachelor’s degree or equivalent) in a related field in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

Required:
At least five (5) years of experience in administration in a public or private sector organization, or in a related field.

Desirable:
The following experience is desirable. Candidates who do not have experience in these areas are welcome to apply:

● An understanding of project/programme management in a UN context.

● Experience in the UN or international organizations or national/regional/local government contexts.

● A good understanding of policy, processes and procedures in all or any of the following: HR, Procurement, Budgeting, Partnerships, Office Management.

● The development and refinement of administrative tools and systems in an international organization or public sector context.

● Experience in working in multidisciplinary teams.
Language Requirements:

● Fluency in English (speak, write, read) is required.

● Knowledge of another United Nations official language is an asset.