Administration Senior Assistant (ICT Project Senior Assistant) At UNOPS

* THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO POSSESS THE SPANISH NATIONALITY OR A VALID RESIDENCE AND WORK PERMIT IN SPAIN ARE ELIGIBLE FOR CONSIDERATION **

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.

The New York Service Cluster (NYSC) 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

The 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.

Background Information – UNGSC

UNOPS has signed an agreement with the United Nations Global Service Center (UNGSC) and the UNGSC ICT Programme Support Team has the scope to manage and coordinate for the implementation for all Financial Agreements between UNGSC and UNOPS, also to provide related administrative support to UNGSC.

The Department of Operational Support (DOS) is responsible for the delivery and maintenance of the Field Technology Sections’ (FTS) infrastructure, systems and software applications in support of the operational requirements of Peacekeeping Missions, Special Political Missions, as well as Department of Peace Operations (DPO) and DOS at Headquarters.

The Office of Information and Communication Technology (OICT) is continuing to install, test and manage the complex array of ICT infrastructure systems required in Valencia and Brindisi. The Office is focused on implementing ICT architecture and standard-setting efforts; the planning and execution of major infrastructure improvements for the field; the development and implementation of, and support for, Organization-wide and major shared applications; integrated IT project management support activities; the coordination of disaster recovery and business continuity planning for the field; the planning of ICT investments in line with strategy and priorities; and, the operational oversight of ICT related functions at the United Nations Global Service Center (UNGSC) and its Service for Geospatial, Information and Telecommunications Technologies in the Global Service Centre, Valencia-Brindisi (SGITT).

Background Information – Job-specific

UNGSC ICT Programme Support Team to UNGSC/SGITT is in charge of management and coordination for the implementation of all Financial Agreements between UNGSC and UNOPS. It also assists the GSC Programme Management Offices with monitoring and oversight of ongoing and future projects and work programs. It is also tasked with business relationship management (BRM) for a group of UN entities. Finally, it supports UNGSC with Material and Service Master Data Management, Financial and Accounting management for UNGSC/SGITT projects, Contracts management, Staff development, and Outreach with the Host Government of Spain.

The Administration Senior Assistant (ICT Project Senior Assistant) will carry out his/her tasks within the United Nations Global Service Center (UNGSC) Office in Valencia, Spain and will report to the ICT Manager.

The incumbent of this position will be a personnel of UNOPS under its full responsibility.

Functional Responsibilities

The Administration Senior Assistant (Project Assistant) is responsible for the following duties:

1. Administrative support
2. Service management support
3. Communication support

1. Administrative support

• Provide general administrative support, maintain and update files/records on behalf of the Programme Manager
• Assist in reviewing and analyzing data gathered from the different UNGSC service management systems in order to capture an actual service achievement;

2. Service management support

• Identify any trends and update process and service owners about any opportunities for service improvement;
• Assist with the coordination of meetings and participate in the service management awareness program;
• Review reports to check measurement against predefined KPIs;
• Manage continuous service improvement register and present any recommendations to service and process owners;

3. Communication support

• Draft routine correspondence, reports and other documents; research and compile background materials for reports, briefings, etc.
• Develop communication plan with service and process managers;
• Ensure effective coordination within different offices of the UNHQ, UNLB, UNGSC, UNRSC and field missions in order to maximize possibilities of collaboration related to the project;
• Assist in the implementation and coordination of internal and external communication materials.

Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Impact of Results

The UNGSC SGITT’s requirements are immediate, and a project approach is determined to be the most suitable mechanism to rapidly provide the requirement resources and to build the capacity envisaged. Within the current capacity, UNGSC/SGITT does not have sufficient resources to address the resources intensive and specialized tasks for the activities outlined above. UNGSC/SGITT therefore determined that UNOPS personnel with adequate experience are essential to assist in implementing these activities in the role of Administration Senior Assistant (ICT Project Senior Assistant).

Education/Experience/Language requirements

* FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
Education:

• High School diploma or equivalent is required.
• First level university degree may substitute for some of the required years of experience.

Experience:
Required:

• A minimum of five (5) years of progressively responsible professional and administrative experience in an international/multi-cultural organization in the field of ICT, finance, human resources, or other related fields is required.
• Knowledge of MS Office is required.

Desirable: (The following experiences are optional. Candidates who do not have them are welcome to apply)

• Experience in service management and project support is highly desirable.
• Experience in writing of various communications materials and related documents is desirable.
• Good understanding of ITIL processes is an asset.

Language:
Fluency in English (speaking, writing, reading) is required. Knowledge of a second official UN language is an advantage.