Administration Associate

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.

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the Government and people of Afghanistan through delivery of projects and services in line with the government’s national priorities. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO is implementing a number of projects in a range of sectors including infrastructure (roads, bridges, justice and security, health, and water supply) development, procurement services, HR services, capacity building, and humanitarian protection, amongst others, on behalf of the Government of Afghanistan, the international donor community, and other UN agencies.

The functional objective of UNOPS AFCO is to contribute to the achievement of the development outcomes sought by the Government of Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the reconstruction and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO’s services, at all times, in all places, in all circumstances, in order to improve significantly the lives of all Afghans in need

Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission. 

The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements within Kabul city. The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund Office (NATFO) and Kabul Security Force (KSF) funding streams, which includes procurement of goods and services, contract management, maintenance of equipment, physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).

1. urpose and Scope of Assignment

Under the overall guidance, direction and supervision of the Administration Officer, the Administrative Associate will contribute to ensuring that the day to day activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The Administrative Associate will be responsible to provide support for all operational aspects, including but not limited to managing facilities and warehouses, and covering all aspects of procurement, contracting and logistics, administration, outreach and stakeholder coordination in close consultation with the relevant colleagues. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Summary of Key Functions:

• Management Support

• Team Management

• Logistics, Asset Management Services

• Knowledge Building and Knowledge Sharing 

Management support:

• Provide support to the overall aspects related to facilities and warehouse management, procurement, contract management,  logistics, and administration, among others

• In consultation with the Administration Officer, provide support on all matters relating to facilities and warehouse management and administration in compliance with established policies, procedures, Standard Operating Procedures (SOP) and the UNOPS Financial Regulations and Rules (FRR)

• Ensure accuracy, consistency, filing and record keeping of all project documents in an efficient manner

• Support the fleet management of the RSHQ Programme.

• 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.

• 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.

• Liaise with UNOPS support service units for project-related administrative and operational matters such as requisitions, payments, contract management, recruitment of personnel, procurement of goods and services and assets management

• Prepare  work plan development, update and monitoring

• Provide input for the narrative progress reports and other reporting/outreach products as requested by the Administration Officer

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.

Logistics, Asset Management Services

• Provide efficient support in construction contract management, goods contract management and all matters relating to successful supervision and management of contracts and purchase orders

• 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:

• Supports the customs clearance process.

• Oversees implementation of logistics system in accordance with UNOPS logistical procedures

• 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 contractors for transportation services, including client service and processing of invoices.

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 lessons learnt and dissemination of best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

5. Impact of Results

The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.   Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education

Completion of secondary school is required. First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.In the absence of a degree, administrative certification is an asset.

Experience

Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.

2 to 3 years of relevant administrative experience is required

Experience in the usage of computers and office software packages like Microsoft or G-Suite is required

Experience in handling web-based management systems is desired

Language

Intermediate knowledge of English is required.

Knowledge of Dari/Pashto is desirable.

• 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 staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.