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Administration Associate, Multiple positions

Kapoeta North

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Kapoeta North
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2020-09-30

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Background Information - Job-specific

UNOPS will be leading the implementation of a three-year World bank funded multi million USD Project “Enhancing Community Resilience and Local Governance (ECRP)' in South Sudan starting in August 2020 with the Objective is to improve access to basic services and strengthen community institutions in South Sudan.  


The ECRP is a follow on Project to the Local Governance and Service Delivery Project (LGSDP) that was implemented in South Sudan from 2014 and involved the transfer of block grants from the national government directly to county government with the Objective of helping develop an annual intergovernmental fiscal transfer system for local development. 


The ECRP Project will be implemented by UNOPS and the International Organisation for Migration, with UNOPS being the primary grant recipient and responsible authority for the establishment and implementation of the Project Management Unit (PMU) whose primary tasks will include: project management, stakeholder and communication management, fiduciary and procurement management, community engagement, results management and risk management.  UNOPS will be the grant recipient  and will  be directly accountable to the World Bank in all aspects related project delivery (Project Management - Social and Environmental Safeguards, Fiduciary Oversight and Procurement Planning, Infrastructure Quality and Standards; Project Implementation – of community infrastructure as per agreed scope; as well as directly liaising with the Government of South Sudan).


The ECRP comprises the following four components


Component 1: Community Infrastructure and Services This component will provide block grants to boma-level communities to fund infrastructure and service delivery initiatives based on the priorities established by Boma Development Councils (BDCs). Other than a short negative menu of projects that the program cannot fund, communities are free to identify a wide variety of other types of initiatives to meet their needs.    

Component 2: Local Institution Strengthening. This component will provide support and capacity building assistance to boma and payam level institutions as well as county governments. The primary focus of ECRP’s capacity-building will be among boma level counterparts, followed by payam and county level institutions.

Component 3: Project Management and Learning.   This component will support (a) project management including technical planning, financial management (FM), procurement, social and environment risk management, and communications; (b) project monitoring which includes a geo-enabled monitoring system and beneficiary feedback/grievance redress mechanism (GRM); (c) continuous data collection on beneficiary impacts and social dynamics; and (d) just-in-time studies as and when needs arise. Such studies may include O&M study, technical assessment of the subprojects, GBV assessment, and so on.

Component 4: Contingency emergency response. A contingency emergency response component (CERC), initially without a budget allocation, will allow for the rapid reallocation of project funds in the event of natural or man-made crisis and major disease outbreaks of public health importance during the implementation of the project,


The ECRP will be implemented throughout the country’s 10 states and select target counties. The community infrastructure sub-projects are divided by area and implemented by IOM and UNOPS separately. While the two UN-agencies will implement their respective projects, a harmonized approach will be managed and governed by UNOPS through the Infrastructure Compliance Guidelines and the Project Implementation Manual. The anticipated sectors for sub-projects will include water supply and sanitation; rural roads; primary health facilities; primary schools; small scale irrigation schemes and community markets. UNOPS will be responsible for quality assurance of all sub-projects during the planning, design and construction stages, through a monitoring plan. IOM will be responsible for community mobilization and capacity support envisioned in Component 2.


The Administrative Associate reports to the Procurement Officer  who provides broad supervision and guidance. The role is responsible for supporting the Project Manager and procurement Officer with the day-to-day operations of the field mission and coordinating mission progress and implementation. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports.  The role can often be required to work in complex and challenging environments with limited resources. The role is responsible for assisting in the provision of all project operations related to supporting project personnel, transport and storage of project equipment and supplies in the Project Locations. He/she will need to identify probable issues that may require attention, supporting problem analysis and solution identification as may be necessary, coordinate resolution as per those action-items which may be assigned. The role is in support of project work which often takes place in  complex and challenging environments with sometimes only limited resources.

Functional Responsibilities

  • Assist and supervise custom clearance and reception of the goods and ensure that they are well registered in the Monitoring sheet.

  • In collaboration with the procurement team, develop related storage and distribution strategies;

  • Work with team member counterparts on logistics needs to delivery schedules and provide technical support for handling logistics and cost implications for safe delivery both internationally and nationally;

  • Assist in coordination of storage and distribution activities

  • Develop monitoring tools related with storage and distribution and update on regular bases standard

          operating procedures to ensure best practices on storage and delivery;

  • Assist in updating team members and recipients on all process and procedures used as well as keeping informed the progress of individual delivery schedule;

  • Assist in ensuring that goods and services are provided according to once needs;

  • Responsible for asset and inventory management of all expendable and non-expendable items under each project in order to maintain accurate records for accountability as well as handover of equipment when appropriate;

  • Ensure that a register for assets, non-expendable property and equipment for the office is established and maintained/updated on an ongoing basis and that asset lists are updated on a monthly basis. Monthly reports are to be submitted to the Project Manager;

  • Provide overall management, tracking, maintenance and reporting of assets and non-expendable property and equipment in the project offices. Oversee the handling of physical verification of assets and equipment on a regular schedule, and that any discrepancies are fully investigated and resolved;

  • Implement and maintain a sound asset management and inventory control system in accordance with

           UNOPS Asset Management policy;

  • Prepare receipt and inspection reports for all incoming equipment and supplies;

  • Issue equipment and supplies to project personnel and maintain updated inventory records;

  • Assist in a disposal plan in accordance with UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations;

  • Review all Asset Registries and develop a plan for verifying and re-registering assets procured by the project in accordance with UNOPS policy;

  • Reconcile all assets recorded in the Assets Register against the items purchased by the project;

  • Monitor/control the movement of equipment into and within the country including all customs matters;

  • Assist and maintain the Project Communications network including VHF, HF and satellite means;

  • Set up proper system on equipment maintenance, repair and replacement during the project lifecycle;

  • Assist in developing logistic procedures including logistics SOPs in accordance with UNOPS Asset

          Management policies;

  • Coordinate and work closely with Project team and SSOC support services department, on day-to-day

          logistics issues and activities to ensure that project is appropriately supported by the logistics function;

  • Liaise with Project logistics team and or other UN agencies on logistics issues if applicable;

  • Provide weekly summary of activities in process;

  • Assist the PSO in preparation of RFQ, evaluation and follow-up on contracts and POs;

  • Perform other related duties as instructed by the supervisor.

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Monitoring and Progress Controls
  • Records of inventory/supplies;
  • Standard at which supplies are maintained and safeguarded; Efficiency & effectiveness in arranging transportation of supplies; Degree to which time and workload are properly managed.

Final Product 
The Procurement specialist will monitor the incumbent in line with his/her assignment. The final products will be
  • Timely customs clearance and delivery of the procured products to clients.
  • Client satisfaction with excellent communication channels established with clients and other stakeholders.

Education

  • Secondary education is required.

  • Professional diploma in Business Administration, Commerce, Economics, Purchasing & Supplies, Logistics or related fields is a plus. Bachelor degree in the above fields will be considered a strong asset and may substitute for some of the required years of experience

Experience

  • At least 6 years of experience in logistics in combination with secondary education is required 

  • Basic knowledge of international Logistics and Supply systems would be a significant asset.

  • UN experience, particularly UNOPS procurement procedures, would be a great advantage.

  • Skills in administrative support and G Suite applications are an asset

Languages

  • Fluency in written and spoken English required.

  • Knowledge of Arabic language desired.

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 Contract level: LICA- 6 Support
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 

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
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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.

Background Information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.

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.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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