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Support Services Assistant

Tashkent

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Tashkent
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Background Information - 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. 

Background: 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

  • Grant Management 

  • Technical and Advisory Services

Project Information

The UNOPS Uzbekistan Project Office currently has two ongoing projects both of which are major contributions to SDG3 (Good Health and Wellbeing). 

The first project, “Support to Development of Oncology Services in Uzbekistan” is funded through a major loan from the Islamic Development Bank. UNOPS will support the Government of Uzbekistan in strengthening the preparedness of its national healthcare system, and preventing and treating oncological cases in an effective and timely manner. By identifying, procuring, delivering and operationalizing urgently needed medical, laboratory, radiological and ICT equipment, the project will significantly contribute to improved access and quality healthcare services for local communities in 14 regional locations including Tashkent and throughout the country.

The second project is the “Uzbekistan COVID-19 Emergency Response Project” with the Republic of Uzbekistan's Sanitary and Epidemiological Welfare and Public Health Service (SES). Funded through two major loans from the Asian Development Bank and the Asian Infrastructure Investment Bank. In this project UNOPS will support the Government of Uzbekistan to upgrade up to 54 existing laboratory and treatment facilities across the country, procure diagnostic equipment and supplies, and establish an ICT system for monitoring the epidemiological situation to strengthen preparedness and resilience to the COVID-19 pandemic and other epidemics.

*** Only nationals of Uzbekistan or persons already in Uzbekistan with a valid residence and work permit are eligible for this position***

Functional Responsibilities

Under the direct supervision of the Support Services Associate and overall guidance of the Support Services Manager, the Support Service Assistant will provide administrative support to the timely processing, recording, monitoring, and maintaining of administrative and travel in accordance with UNOPS’, regulations, policies, and processes. The functional responsibilities include:

  1. Support to administrative and management functions

  2. Support to travel administration

  3. Events management

  4. Knowledge Building and Knowledge Sharing


1. Ensures provision of reliable administrative and asset management support

  • Filing of incoming and outgoing official letters. 

  • Arrangement of local and international travel of office and projects personnel. 

  • Follow up on timely payment of travel expenses to the personnel and visitors. 

  • Follow up on payment of reimbursement to project personnel for use of mobile services and other expenses. 

  • Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results: 

  • Preparing accurate inventory lists and adequate property records for the office as well as for projects. 

  • Assistance with other support service matters.

  • Administering the receipt of goods and equipment for the office, inspection and report preparation.

  • Administering the receipt of goods and services for the project. 

  • Filing of administrative documents in line with the policy. Assist in the organization of meetings, conferences and visits

  • Provide advice on support services entitlements and regulations in accordance with UNOPS

  • Provide logistical support to visiting missions and personnel.

  • Support liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.



2. Support travel administration

  • Assist in preparation of Quarterly Travel Plans

  • Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented

  • Assist in all domestic and international bookings including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and related.

  • Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)

  • Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas

  • Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed

  • Keep an up-to-date travel directory of all travels undertaken


3. Support Events Management

  • Support with arrangement of meetings, correspondence with internal and external stakeholders.

  • Organization of projects events in Uzbekistan, in coordination with Communications unit colleagues.

  • Filing of documents in line with policy.


4. Knowledge building and knowledge sharing

  • Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on Support Service topics.

  • Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

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

  • Liaise with relevant MCO, HQ and UN system units to exchange information and follow up on pending issues.

Education/Experience/Language requirements

a. Education

  • Secondary school (High School or equivalent) with a minimum of four (4) years of relevant experience or, no work experience with bachelor/master’s degree  is required.

  • A university degree in Business Administration or Public Administration or related field may substitute for some years of experience.

b. Work experience 

  • Relevant experience is defined as experience in Administration, Travel Management or any other related field. 

  • Computer literacy and skills are required.

  • Prior experience with the UN system or an international NGO is an asset.


c. Languages

  • Fluency in English is required.

  • Fluency in Uzbek or Russian is required. Fluency in both 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 Contractor Agreement (LICA)
Contract level: Local Support Level 4, LICA-4, ICS-4
Contract duration: Open-ended, subject to organizational requirements, availability of funds, satisfactory performance, and project duration. 

*** Only nationals of Uzbekistan or persons already in Uzbekistan with a valid residence and work permit are eligible for this position***
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 Information

  • Please note that UNOPS does not accept unsolicited resumes.

  • Applications received after the closing date will not be considered.

  • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

  • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

  • We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.


Terms and Conditions 

  • 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.
This vacancy is now closed.
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