Support Services Senior Assistant (ICT and Logistics) LICA 5 At UNOPS

** Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, Governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

** Background Information – Job-specific

Background – Thailand Multi-Country Office (THMCO)

The Thailand Multi-Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises three main business units: THMCO Thailand, THMCO Indonesia, THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China.

Background – THMCO Papua New Guinea

The THMCO Pacific Cluster, established in early 2018, was formed to support the implementation of infrastructure design, procurement, construction of infrastructure, training, programme management, and facilitate access to funding sources across 12 Pacific Small Islands Developing States (PSIDS), including: Palau; Federated States of Micronesia; Marshall Islands; Nauru; Kiribati; Papua New Guinea; Solomon Islands; Tuvalu; Vanuatu; Fiji; Tonga; Western Samoa.

The interim PNG Project Office was established in August 2020. The Project Office is currently overseeing the implementation of five key projects; two DFAT projects related to access to clean energy; two World Bank projects related to procurement and an EU WASH project in partnership with UNICEF.

The office is located in the same building as the majority of UN Agencies. In addition to the Country Manager, there are three Project Managers and other specialist and support personnel based in the Country. The staffing contingent is expected to grow over the next few months to implement the current projects as well as pipeline engagements that are expected to materialize over the next few months and in 2022.

Background – Job Specific

Reporting to the Finance and Admin Senior Officer (Support Services Senior Officer who is located at the duty station), the Support Services Senior Assistant provides support to the UNOPS operations in Papua New Guinea with a specific focus on ICT and Logistics (support to Procurement, Customs Clearance, Asset Management). The Senior Assistant promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

The Assistant may be assigned specific tasks by Managers of other business streams within the Support Services function in the multi-country office MCO), and liaises with support services personnel in the country as well as other locations within the MCO. The incumbent may liaise with specialized units at UNOPS at HQ as well as project and other colleagues in the country.

** Functional Responsibilities

Functions/Key Results Expected

Summary of key results:

Information and Communications Technology (ICT)
Asset and Inventory Management
Procurement and Logistics Support
Knowledge Building and Knowledge Sharing

Duties and Responsibilities:

1. Information and Communications Technology (ICT)

Implementation of ICT and operational strategies compliant with UNOPS rules, regulations, policies and framework.
Provision of fast, friendly, and effective user support.
Maintenance of inventory of all computer, audio/video communication equipment, and software in the duty station, ensuring compliance with asset management policies.
Effective functioning (installation, operation and maintenance) of all UNOPS hardware equipment and acquisition of hardware supplies, approved software and application of updates and patches in a timely manner.
Active networking with clients, addressing and improving common areas of concern.
Liaison with MCO Head Office and other relevant units, to determine hardware and software requirements.
Acting as effective UNOPS’ liaison with the local UN partner agencies on issues relating to UNOPS ICT.
Maintenance of network and internet connectivity to ensure stable operation, availability of bandwidth, and reliable connection to the internet and HQ based systems
Ensure valid hardware maintenance agreements, to ensure timely resolution of hardware failures.
Ensure a stable and responsive network environment based on daily monitoring of the network connection.
Ensure confidentiality, integrity and availability of UNOPS ICT systems and UNOPS information assets.
Monitor and maintain proper backups of UNOPS data. Maintenance of measures in place for business continuity and disaster recovery processes and procedures Maintenance of video conference and telephony operations

2. Asset and Inventory Management

Act as the Asset Focal Point for the PNG office, as/if designated
Custodian for office supplies
Record and register assets in accordance with UNOPS policy and procedures
Manage office storage and account for all items in storage
Issue out assets inventory items to staff and receive back the same when handed over
Submit various reports on assets, inventory items and supplies to support various management and HQ initiatives and requirements, including periodic financial books closures and physical verifications of assets
Issue stationery and other supplies to staff and/or for common use
Manage office supplies, ensuring timely requisition for replenishment and avoiding overstocking
Alternate to the Support Services Associate on general administration-related functions.

3. Procurement and Logistics Support

Support the Procurement team with market research and solicitations, including contacting local suppliers
Raise purchase requisitions, goods receipt documentation, etc
Inspect goods delivered by suppliers to ensure conformance to order
Liaise with the Procurement team regarding customs clearance, transportation, delivery and storage of goods
Support customs clearances activities
Oversee loading/offloading of goods as necessary
Follow up on pending deliveries with suppliers

4. Knowledge building and knowledge sharing

Support the organization and delivery of training and learning initiatives for personnel on ICT-related topics.
Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in ICT support services
Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of key results by the Support Services Senior Assistant directly affects the overall efficiency and effectiveness of the relevant business unit/project, in ICT management, impacting the timely and effective implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of UNOPS as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

** 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

Education

Completion of secondary school is required.
A first University Degree (bachelor’s or equivalent) or advanced degree in Information Technology, Computer Sciences, or equivalent disciplines would be an asset and may substitute some of the required years of experience.

**
Experience:**

Minimum of five (5) years of relevant working experience providing ICT support or related field in combination with high school diploma is required.
Experience in other areas of operational support such as procurement, logistics, asset management is an added advantage.
Experience with G-Suite an added advantage.
Some experience in the UN system organizations is desirable.
Language:
Full working knowledge of English is essential.

** Contract type, level and duration

Contract type: Local Individual contractor Agreement (LICA)
Contract level: ICS-5, LICA-5
Contract duration: Open-ended
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

The position is based in a family duty station.

** Additional Considerations

Please note that the closing date is midnight Copenhagen time
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.