Support Services Senior Assistant

Jerusalem

Organization: UNOPS - United Nations Office for Project Services
Location: Jerusalem
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Administration
Closing Date: Closed

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.

Background Information - Job-specific

Under the direct supervision of the Procurement Officer and under the guidance from the Head of Support Services, the Support Services Senior Assistant is responsible for providing administrative support in the management of a variety of procurement, administration, travel, Logistics and general support.

Functional Responsibilities

Procurement Support
Administrative Support Services
Travel and general support
Facilitation of knowledge building and knowledge sharing

1. Procurement:

Provides a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

● Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

● Process procurement transactions in UNOPS’ corporate system OneUNOPS;

● Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.

● Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.

● Monitor expenditures against allocations.

● Receive, review, log and route incoming communication and procurement requests/invoices.

● Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.

● Prepare Statistics and reports, including on Procurement volume.

● Undertake routine follow up action on procurement on behalf of the supervisor;

● Publish procurement advertisements and awards.

● Maintain status reports on procurement activities and work in progress. 2. Administrative Support

● Provides administrative support to conferences, workshops, retreats.

● Compiles information for periodic audits.

● Petty cash management.

● Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

3. Travel and general support

- Processes travel transactions (authorizations and claims) including in OneUNOPS system,

requests for visas, identity cards and other documents for all personnel, UN officials, and

visitors, ensuring compliance with UN rules and regulations.

- Provides information on air services, rates and travel schedules for specific itineraries.

Processes travel claims in OneUNOPS and purchase orders for travel activities, payments,

and contracts.

- Prepares documentation for security clearances, processes hotel reservations, organizes

airport pickups , hospitality, protocol, customs and immigration support for visiting UN officials as necessary

4. Knowledge building and knowledge sharing

- Undertake routine follow up action on procurement and administration QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.

Education/Experience/Language requirements

Education:

- Completion of secondary school is required.

- First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines is desirable but not required
Experience:

- Minimum of five (5) years of relevant experience in support services in national or international public or corporate organizations.

- Experience in working with a range of stakeholders in developing countries.

- Some experience in UN system organizations is desirable.

- Applications from women are encouraged.

- Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

Experience in use of Enterprise systems including OneUNOPS is desirable

Language Requirements:

- Fluent command of written & spoken Arabic

- Full working knowledge of English is required.

- 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.

Contract type, level and duration

Contract type: LICA

Contract level: LICA Support 5
Contract duration: 3 months with possibility of extension upon availability of funds & Satisfactory of 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

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.

This vacancy is now closed.
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