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Administration Associate

New York City

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: New York City
  • Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administration
  • Closing Date: Closed

Background Information - Job-specific

The Humanitarian-Development-Peacebuilding and Partnership Facility will be managed as a dedicated project by the Peacebuilding Support Office on behalf of the UN system, and will work in partnership with the Humanitarian, Development and Peace window established in the World Bank’s Statebuilding and Peacebuilding Fund. Under PBSO management, UNOPS will provide operational support to a grant giving mechanism, through which funds will be transferred to an RC or DSRSG/RC/HC designated UN grantee entity. UNOPS is the implementing UN entity responsible for administration, transfer, coordination of reporting for grants, fiduciary responsibilities, at the formal instruction of the ASG for Peacebuilding Support. UNOPS will contract two staff members to be housed in PBSO under the supervision of the Partnership Adviser. The staff members will ensure among other tasks:


a. Timely transfer of grants (project budget) to the bank account of the UN agency awarded as grantee 
b. Obtain grant disbursement data from grantees and in coordination with the Partnership Adviser and grantees, provide a report on the disbursement rate of fund for grants every six months.
c. Provide final financial report at the closure of the grant or respective project.
d. Ensures support for mission travel, event management and procurement among other services offered in support of the UN-World Bank Steering Committee for Crisis-Affected Situations. 

Under the overall guidance and supervision of the functional supervisor (The UN-World Bank Partnership Advisor, PBSO), reporting to the Head of Support Services, the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

This is a position in UNOPS for supporting projects. The incumbent of this position will be personnel of UNOPS under its full responsibility.

Functional Responsibilities

1.     Management Support

  • Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
  • Monitors team performance against service agreements with clients, and client satisfaction
  • Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
  • Administers inventory control, supervising proper issuance of inventory items and supplies.
  • Reviews  travel authorizations, documentation, payments
  • May be designated transactional role in OneUNOPS/Enterprise system
  • Compiles data and researches information for planning of financial resources/administrative budget for administrative services. 

2.     Team Management

  • Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.

3.     Logistics, Asset Management Services

  • Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
  • Oversees implementation of logistics system in accordance with UNOPS logistical procedures
  • Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
  • Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
  • Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
  • Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
  • Compiles information on administrative services provided for cost-recovery bills.
  • May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
  • Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
  • Supervises external contractor for transportation services, including client service and processing of invoices.

4.     Knowledge building and Knowledge Sharing

  • Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources. 
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

Education:
  • Completion of secondary school is required. 
  • First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.

Experience:
  • Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
  • Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required
  • Some experience in UN system organizations is desirable.
  • Experience in use of Enterprise systems including OneUNOPS is desirable.  
Languages:
  • Full working knowledge of English and French is a requirement. 
  • Knowledge of a second UN or regional working language is an asset.

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.

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
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • 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.

Contract type, level and duration

Contract type: Local ICA
Contract level: LICA - 6 
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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 

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.
This vacancy is now closed.
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