Operations Associate

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. 

“UNOPS plays a critical role in providing management services for our life-saving, peace-building, humanitarian and development operations.” -Ban Ki-moon, United Nations Secretary-General.

UNOPS mission is to expand the capacity of the UN system and its partners to implement peace-building, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground. We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

The Operational Hub is based in Amman, Jordan with sub-offices in Baghdad and Erbil in Iraq. The office currently provides management and support services for projects in Jordan, Iraq, Lebanon, Syria and Yemen in the humanitarian and development fields.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a truly diverse workforce.

Below are some of the functionalities.

1.       Events Organization and Management

§  Administrative arrangements (e.g. logistics) for conferences, fellowships and study tours;

§  Identify the host and the venue for each event, build, and manage the relationship during and after the event.

§  Assist the Administrator in preparing, managing and closing the contract with the host and with associated suppliers.

§  Manage the participants list and the funding of participants in close collaboration with the Director of the Secretariat and the Administrator.

§  Ensure that logistical arrangements and facilities are timely in place and aligned with the needs of the meeting;

§  Conference rooms and spaces have all requested facilities and services in place;

§  Technical services including interpretation and catering, phone/Skype connectivity, photocopying and printing are organized, tested, functioning and fit for purpose;

§  Additional support services (cleaning, technicians) required are available;

§  Registration desk is organized and handled;

§  When required, plan menus, order food, coffees or necessary items for meeting participants;

§  If deem necessary, and for certain meetings a market place is organized and set up with enough and adequate space for participants to display informative material and distribute documentations.;

§  All security and protocol measures are in place especially for high level participants;

§  All background documents and communication materials are produced and finalized, translated, printed and available for dissemination to participants on the first day of the meeting.

2.       Event Travel Management

§  Administration of ticketing procurement, financial and routine administration aspects of service delivery;

§  Coordination with travelers in processing Travel Authorizations (TA’s) and associated, booking, issuance, and regular maintenance of tickets including changes and cancellations according to established travel procedures and tracking tools;

§  Processing of Request For Payment upon receipt of invoice ensuring attachment of adequate supporting documentation;

§   Strong functionality in various OneUNOPS modules;

§  Creation of requisitions;

§  Creation of Purchase Orders,

§  Input of vendor details,

§  Tracking of payments

§  Familiarity of UN/ UNOPS travel policy and staff entitlements for official travel;

§  Provide travel inputs for financial forecasts or  budgets and / or revisions as required;

§  Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures;

§  Processing of travel advances and expenses according to established procedures and practice;

§  Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.

§  Provide advice to travelers as required.

• Processing of travel and expenses according to established procedures and practice for participants;
• Establishment of travel contract-tracking plan to review invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
• Processes DSA for event participants as required

3.       Asset Management

• Receipt and inspection of all delivered assets from contractors and suppliers;
• Manage the asset database to ensure all items are correctly recorded, correctly and adequately substantiated by relevant supporting documentation;
• Ensure that a register for assets, non-expendable property and equipment for office is established and maintained/updated on an ongoing basis and the asset lists are updated monthly;
• Ensure all stored assets are securely kept, protected, well-organized, and properly accounted for;
• Ensures accurate recording of all the expendable and non-expendable items under each project in order to maintain accurate records for accountability as well as handover of equipment when appropriate;
• Provide overall management, tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule;
• Ensure any discrepancies are fully investigated and resolved.

4.       Backstops Operations Associate

§  Backstops Operations Associate in the Management of Premises and related contracts plus management of services provided by UNAMI

5.       Knowledge building and knowledge sharing

• Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
• Perform other related duties as required.

• Reliable and able to work under pressure;
• Good team player;
• Capable of working in a multi-national/cultural environment;
• Excellent communications skills;
• Strong organizing ability;
• Flexibility;

• Secondary education is required. University degree preferably in Business Administration or other related field, will be an asset.
• 7 years of professional experience in Events, Travel, Assets and related functions.
• Excellent command of Arabic and English language (oral and written).
• Computer literate and familiar with Office applications (in particular, Word and Excel).

• 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.