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Administration Senior Associate (Stock and Asset Management Associate)

Port-au-Prince

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Port-au-Prince
  • Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
    • Logistics
    • Procurement
    • Administration
    • Supply Chain
  • Closing Date: Closed

Functional Responsibilities

III. Functions/Key Results Expected
  1. Management 
  2. Logistics, Asset Management Services
  3. Team Management
  4. Information and Knowledge Management 
  1. Management
  • Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies, as follows:
  •  Ensures availability of staff and resources for work commitments, facilitating optimal workflows. 
  • Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results.
  • Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
  • Executes designated transactional/certification roles in OneUNOPS/Enterprise system.
  • Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services. 
  • Manages commitments and expenditures.
  1. 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.
  • Manages, coordinates and supervises processes and services in supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
  • Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
  • Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
  • Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff.
  • Issues Receipt and Inspection Report (RIR) for goods receipt or Services certifications when applicable. 
  • Facilitates 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.
  • Oversees the works to be done by the facility maintenance and cleaning teams (i.e. Maintaining the two buildings serving office space, the indoor and outdoor cleaning, the Pool etc).
  • Provides oversight, ensuring compliance by team members with existing policies and best practices.
  • Conducts Inspection and management of assets in the OneUNOPS system.
  • Ensures transfers and/or disposals of assets when applicable.
  • Ensures that all assets and inventories are properly tagged.
  • Conducts assets Certification in OneUNOPS system. 
  • Team Management
  1. Information and Knowledge Management
  • Facilitates 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.
  • Oversees the proper functioning of area’s documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
  • Supervises the updating of Intranet on standards, tools, and information for administrative services.
  • Provides sound contributions to knowledge networks and communities of practice.
  • Synthesizes and disseminates best practices to internal collaborators and networks.
  • Participates, organizes and delivers trainings for the operations/ projects staff in administration/logistics.


Education/Experience/Language requirements

Education

  • Completion of secondary school is required. 
  • First-level degree preferably in Business Administration, Public Administration, or equivalent disciplines may substitute some of the required years of experience
  • Technical degree preferably in Business Administration, Public Administration, or equivalent disciplines may compensate for some of the required years of experience.
  • In the absence of a degree, administrative certification is an asset.    

Work Experience

  • Minimum of seven years of relevant experience in general administrative, logistics, stock and asset management or operations’ support services in national or international public or corporate organizations.
  • Some experience in UN system organizations is desirable.
  • 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

  • Full working knowledge of English and French
  • Knowledge of a second UN or regional working language such as Spanish 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: Local Individual Contract Agreement (LICA) Regular/Monthly: This contract is a regular monthly contract, which requires ongoing services during the term of the contract and payments will be made at the end of each month.

Contract level: LICA 7


Contract duration: Open-Ended contract subject to good performance, availability of funds and organizational requirements 

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 or 6:00 PM Haiti 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.  
Work life harmonization – We value our 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
UNOPS seeks to reasonably accommodate candidates with special needs, upon request

Please note that Haiti is a non family duty station
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.

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. 

UNOPS has been working in Haiti for more than 14 years and provides project management, procurement and logistics services to the Haitian government, other UN agencies and international organizations in the area of communication, governance and engineering

Under the overall guidance and supervision of the Head of Supply Chain, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Background Information -Haiti

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

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. 
This vacancy is now closed.
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