Associate Support Services Officer

Peace and Security Centre

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.
It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Under the direct supervision of the Support Services Officer, the Associate Support Services Officer will be responsible for the following:

Administration and Human Resources

•  Responsible for the day-to-day personnel administration to support the Programme. This includes recruiting of personnel, personnel contracts, administering salaries and allowances, leaves, travel, welfare, document reproduction and filling. Specific activities will include:
• Manage the documentation for all payments to staff including ICA fees, Special Operations Living Allowance and Danger Pay (if applicable), DSA claims etc.
• Monitor the monthly attendance of staff, prepare and update the leave/mission plans etc.
• Process and follow up on TEC claims e.g. DSA, actual/lump sum travel costs etc. for all personnel and Contractors.
• Follow-up on administrative issues e.g. arrangement of missions, travel authorizations, flight bookings, security clearances etc.
• Assist in the implementation of administration system, personnel management system and office management system for the Programme.
• Liaise with local authorities, regional office and HQ UNOPS and other UN Agencies in the country on all administrative matters affecting the operation of the Programme.

Finance

• Responsible for the day-to-day management of finances allocated to the mine action programme and for preparation of the annual budget submissions. Depending on the requirements of the programme, the finance section may be responsible for making routine payments, financial accounting, routine financial reporting and budgeting. Specific duties likely to include:
• Act as the custodian of Operational Advances and Petty cash (if required) for disbursement of funds on behalf of the Programme Manager.
• Plan and manages the cash flow and expenditure of the advances.
• Assist in development process of an effective financial management, monitoring and control system in accordance with UNOPS/UN Financial Rules and Regulations.
• Oversee preparation of payment requests in accordance with relevant SoP’s and Financial rules and Regulations.
• Preparation of requests for Operational advances.

Logistics

• Responsible for the, storage, accounting and maintenance of equipment and material to support the Programme’s operations. In addition it is also responsible for the control and maintenance of facilities controlled or  used  by  the  Programme, including  office  facilities,  training  facilities,  explosive storage facilities, demolition areas etc. Specific activities will include:
• Responsible to provide overall management, tracking, maintenance and reporting of assets and non- expendable property and equipment including Master Equipment Lists (MEL) and ensure that physical verification of assets and equipment is performed on a regular schedule and that any discrepancies are fully investigated and resolved.
• Ensure that a register for assets, non-expendable property, and equipment for office is established and maintained/updated.
• Assist in implementation of an asset management and inventory control system in accordance with UNOPS Asset Management policy utilizing the approved ERP system for Mine Action.
• Prepare Receipt and Inspection reports for incoming equipment and supplies.
• Issue equipment and supplies and maintain updated inventory record for different sources of funding;
• Assist in Implementation of a disposal plan in accordance with UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations.
• Monitor/control movement of equipment into and within the country including all customs and clearance matters;
• Assist in setting up a proper system on equipment maintenance, repair, and replacement during the program lifecycle.

Procurement

• Responsible for procurement of goods, services and works as per the UNOPS standards, provide advice to other staff to ensure efficient delivery of services to the client whilst maintaining high level of compliance with the UNOPS procedures. Specific tasks may include:
• Provide logistic support and liaison with logistics staff in receiving goods.
• Maintain strict control of the requisition log and follow up on any outstanding issues.
• Assist in the preparation of all requisitions with operations staff and contractors.
• Assist in managing the procurement processes as required in projects, assist in preparing Terms of Reference/Statement of Works, drafting and managing the advertisement of Requests for Proposals and Invitation to Bids and Requests for Quotation where required; coordinate the evaluation process, and assist or manage submissions of awards to relevant Authorities.
• Prepare request for awards for approval of the appropriate Procurement Authority, including note to file for small procurements (Shopping Note to File)
• Assist in preparation of Procurement plan and submission.

General and Programme Support

• Knowledge sharing with the team and day to day supervision of all staff under responsibility and the team he/she provides support to.
• Support in monitoring and evaluation.
• Assist in the supervision and capacity building of the national staff under supervision and ensure that the staff is knowledgeable and comply with the UNOPS rules and regulations.
• Assist in coordination of external visits and Programme briefings.
• Provide technical oversight and monitoring of contracts with commercial companies and NGOs.
• When requested, assist the operations unit in drafting plans, reports, contracts, statements of work, and related documents as required, to support operations.
• Depending on the role this position will be assigned to within the project administration setup (i.e. office structure, DOAs, OneUNOPS ERP functions, segregation of duties, etc.), the incumbent will have responsibilities determined by UNOPS rules and regulations embodied in its regulatory framework - Organizational Directives, Administrative Instructions and other documents as periodically issued and updated by UNOPS. Reporting lines with regards to compliance with UNOPS rules and regulations are ultimately to UNOPS Chief Mine Action Cluster through Portfolio Manager. In addition, division of responsibilities when it comes to administrative processes in support of the programme objectives will be as determined and confirmed in writing by UNOPS Chief of Mine Action Cluster.
• Any other tasks as directed by the Supervisor/Secondary Supervisor.
• Perform other related duties as required. 

• Advanced university degree (Master’s Degree or equivalent) in Business Administration, Management, or related field with a minimum of two (2) years of relevant experience OR 
• First level university degree (Bachelor's degree or equivalent) in Business Administration, Management, or related field with a minimum of four (4) years of relevant experience.

• This is a local position, therefore only nationals of the duty station will be considered.
• 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.

 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.