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.  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 organisations.  With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.


Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-Country Office manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS Ethiopia multi-country office team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management. 

Project 

Position Background

UNOPS strategy for Ethiopia Multi Country Office is aimed at providing support to the Government and people of Ethiopia, Sudan and Djibouti through the delivery of projects and services in line with the governments’ own priorities and also under the UN Delivery as One initiative. The UNOPS Ethiopia Multi Country Office (ETMC) has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been appointed as the implementation agency. At present, UNOPS ETMC office is implementing and negotiating a number of projects in a range of sectors including infrastructure development, Procurement Support to Government Ministries and other UN agencies and  HR support to UN agencies. The functional objective of UNOPS ETMC is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Ethiopia and the donor community, where capacity building is always considered and encouraged. 

Under the overall guidance and supervision of the Head of Support Services (HoSS) , 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.

Functional Responsibilities


Summary of Key Functions  

  1. Management of UNOPS premises 

  2. Management of administrative services and supervision of administrative team

  3. Support to management on security-related issues 

  4. Assets Ensure effective control of asset management for recording and updating

  5. Office HSSE Management

  6. Facilitation of knowledge building and knowledge sharing

Management of UNOPS premises

  • Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the Regional Office/Country Office/Multi Country Office management team.

  • Promotion of energy-saving and implementation of green office policy.

  • Scheduling and monitoring of maintenance/repair/washing/painting work of the office premises and environment.  Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided

  • Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on daily basis.

Management of administrative services and supervision of administrative team

  • Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives

  • Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.

  • Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.

  • Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.

  • Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.

  • Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services.

  • Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.

  • Identify dependable and suitable local suppliers for spare parts and workshops for vehicle maintenance.

  • Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.

  • Efficient and effective cooperation among different sub-teams in terms of achieving results.

  • Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).

  • Drafting of correspondence and internal procedural directives relating to administrative matters

  • Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.

Support to management on security-related issues

  • Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.

  • Guidance and supervision to the security guards for safeguarding the staff and premises

  • Preparation of quarterly Security Incident Reports.

  • Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.

  • UNOPS Staff List (including dependents) updated on a timely basis.

Office HSSE Management

  • Maintain up-to-date instructions and training for personnel on implementation of the Health and Safety Instruments, including required precautions, comprehensive listing of emergency supplies, and guidance on action taken during emergencies.

  • Ensure that appropriate HSSE mitigation measures are proposed and met; 

  • Maintain up-to-date instructions and training for personnel on implementation of the health and Safety Instruments, including required precautions, comprehensive listing of emergency supplies, and guidance on action taken during emergencies, including natural disasters and political crises 

Ensure effective control of asset management for recording and updating 

  • As ETMC focal person for asset management, ensure report and monitoring sheet with new acquisition for new items on a monthly basis, and that all project assets and transactional assets of the ETMC  are properly tagged and accounted for in accordance with asset management policies of UNOPS and respective donor/s.

  • Ensure project asset management under the ETMC are in compliance with the UNOPS Financial Regulation and Rules, Organizational Directives, and Administrative Instructions. 

  • Collect the reports of the ETMC; Regularly review the asset reports and initiate corrective action for necessary adjustments.

  • In consultation with the HoSS, ensure that the periodic physical verification assets is well prepared and approved

  • Provide training for the country office asset  focal points and project teams in asset management processes to ensure capacity building.

Facilitation of knowledge building and knowledge sharing

  • Organization of training for the operations/ projects staff on administrative-related topics.

  • Briefing/debriefing of staff members on issues relating to area of work

  • Sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.

  • Synthesis of lessons learnt and best practices in administration.

Impact of Results

The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

Education/Experience/Language requirements

Education
  • A Bachelor’s Degree in Business Administration or Management or equivalent;
  • A Technical Diploma coupled with additional atleast four (4) years relevant experience may substitute for the requirement for a Bachelor’s Degree.

Work Experience 
  • A Technical Diploma with four  (4) years relevant experience in administrative support,  two (2) years in office management,  two (2) years in conferences and events administration is required.
  • A Bachelor Degree with two (2) years relevant experience is an added advantage. 
  • Experience in asset management and vehicles/fleet management is an added advantage.
Language

  • Fluency in written and oral English and the language of the duty station (Amharic) is required.

  • Knowledge of another UN working language is desirable.

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

  1. Contract type: Local Individual Contractual Agreement (LICA)
  2. Contract level: LICA-8
  3. Contract duration: Ongoing, subject to budget availability 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.

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 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.
At Impactpool 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.