Support Services Associate

Vienna

Organization: UNOPS - United Nations Office for Project Services
Location: Vienna
Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

Background Information - Job-specific

UNOPS 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 Water, Environment and Climate Portfolio (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management. The cluster has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution, and environmental conservation under the Paris Agreement. Some of the main partners include UN agencies, bilateral agreements (with the Nordics, Germany, and Italy), the Green Climate Fund, and several NGOs (such as CIFF and CWF).

AUMCO
The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

Infrastructure
Procurement
Project Management (full service, back on track)
HR and Transactional Services
Grants Management
Technical and Advisory Services

Water Environment & Climate Portfolio (WEC)
UNOPS WEC supports the design and management of projects and multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management.
The portfolio has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution and environmental conservation under the Paris Agreement. The WEC has also supported operations and financial management services, in Vienna, the rest of the ECR region and beyond.
The main partners include UN agencies such as UNEP and UNDP, bilateral donors (Nordic countries, Belgium, Germany, Italy, the Netherlands and the UK), the Green Climate Fund and the Global Environment Facility.

Functional Responsibilities

Under the primary supervision of the Support Services Manager (SSM), the position focuses on WEC’s operational performance and process excellence, supporting the close coordination between the portfolio and projects and the support services team.

Key Functions:

1. Supports in ensuring implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).

2. Ensures efficient operational support, focusing on achievement of the following results:

Support the Team Lead with day-to-day management of appointments, travel and other operational support needs.
Support all operations and administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity.
Coordination of travel arrangements. Performing a Buyer role in oneUNOPS for preparation of POs for travel and other administrative expenses. Information on air services, rates and travel schedules for specific itineraries. Processing of travel claims.
Participate in organization of workshops, conferences, retreats.
Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
Coordination of travel services.
Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner.
Serves as the primary contact with various visitors and guests, arranges appointments and meetings, and acts as interpreter and minute-taker, as required.

3. Provides support to proper office maintenance, supply and assets management, focusing on achievement of the following result:

Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
Coordination of the provision of reliable and quality office supplies and IT services.
Support to maintenance of common premises and common services.

4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in oneUNOPS.
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Proper control of supporting documents of funds and activities.
Administrative coordination of common premises/services cost-recovery arrangements for daily operations.
Provision of the information for the audit.

5. Support to procurement and grants process and procurement and grants monitoring through the following tasks:

Organization of procurement processes including preparation of RFQs, ITBs or RFPs for different services; receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of purchase orders.
Support to the creation and maintenance of a procurement performance management system.
Organization of grant management processes, including CfP, evaluation of proposals and preparation of corresponding agreements;
Support the creation and maintenance of grant monitoring and assurance systems, for measuring and applying appropriate strengthening measures for WEC grant management support.
Support the SSM in ensuring that all WEC grants are managed in accordance with the UNOPS legislative framework and that the mandatory provisions are systematically applied through all projects.
Ensure that all documentation related to the grants award process as well as submissions to the Engagement Acceptance Committee, are properly stored and filed.
Provide administrative services to the Financial Management Capacity Assessment (FMCA) process.

6. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Co-lead onboarding process for incoming personnel.
Training of staff on the administrative procedures.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.
Assists the conduct of WEC Management team meetings, and prepares minutes and status reports for review and finalization.

Education/Experience/Language requirements

Education:

Completion of secondary education is required.
A University Degree in Business or Public Administration is desirable, but it is not a requirement.
Certification in administration is desirable.

Experience:

Six years of relevant experience in in operations and/or programme support service.
Experience in handling web-based management systems.
Experience in the usage of ERP and Google Work Space is an asset.

Language Requirements:

Fluency in written and oral English is required.
Knowledge of German and a second UN working language is an asset.

Contract type, level and duration

Contract type: ICA

Contract level: L-ICA-6 - ISC6

Contract duration: Ongoing ICA – ‘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

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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.

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.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
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.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
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.