Admin & Travel Senior Associate

Contract

This is a LICA-7 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice and analysis are delivered by UNMAS technical advisors located in each AMISOM Sector Headquarters and at AMISOM Force Headquarters, who support AMISOM planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor.

Functional Responsibilities

Under the direct supervision of the Travel Officer and overall supervision of the Admin and Human Resources Manager, he/she will be responsible the following main duties:

Purpose and Scope of the Assignment

1. **General**** **Administration:

• Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding;
• Liaise with UNOPS’ Administration, Travel and HR related groups on personnel administration and travel matters;
• Research precedents and present recommendations to supervisor, taking into account institutionalized exceptions;
• Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on teamwork processes to ensure clearance, approvals, and timely workflows;
• Maintains accurate records of bookings, payments, transactions, phone calls and meetings;
• Support the Head of Unit in the preparation of operational plans, performance reports and responses to compliance queries;
• Support the Head of Unit in the development and implementation of inputs for the standard operating procedures for the travel and movement control related processes;
• Support in securing, facilitation and the management of the personnel accommodation and related tasks.

2. Travel:

• Assist travel bookings of all staff in accordance with the UNOPS Travel Policy and standard operating procedures in a timely manner including new bookings, change of bookings, cancellations etc.
• Ensures the provision of reliable, cost effective and efficient movement control services for the transportation of passengers and cargo (including dangerous goods requiring special handling) within the area of responsibility; and ensures that the most suitable air asset(s) is/are assigned to a task to achieve the maximum safety, cost efficiency and effectiveness in the mission support;
• Provides customer with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
• Assist in processing and requesting transportation carrier tickets, using computer printer system or system link to travel carrier;
• Support in handling travel issues, conflicts, complaints, cancelations and refunds;
• Process movement of personnel (MOP) documents in the UN Field Support Suite system and coordinate approval within mission portal;
• Raise Travel Authorizations (TA) for official travel and review TAs raised by personnel for non-official travel in relation to R&R and leave and verify for conformance and compliance with the UN and UNOPS Travel SOPs;
• Conducts research on destinations and request Travel Agent for provision of most direct and economical routs;
• Support with coordination and maintaining relationships with approved UNOPS travel agents;
• Ensures that MOPs and TAs are published and communicated to all relevant elements in accordance with the established procedures and deadlines;
• Support the Head of Unit on coordination with the respective government offices in Somalia and Kenya to obtain necessary Passenger clearances;
• Support and act as a back-up to the Admin Associate in obtaining Entry Permits and Work Permits for personnel;
• Support and act as a back-up to Admin Associate on onboarding and check-in processes.

3. Information and Knowledge management:

• Communicate closely with travelling staff on their travel dates, tickets, and updates on changes to their travel;
• Monitors that travel and booking operations are conducted in compliance with Mission Air Tasking Orders, Standard Operating Procedures (SOPs), UN directives, UNOPS Transport Operations, UN Aviation Safety Manual and the host country's Air Information Publications;
• Oversees the proper functioning of area’s documentation/information system, including storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files;
• Ensures the accuracy and validity of data recorded in the unit management information systems;
• Prepare and maintain Travel Tracking Sheets of all inbound and outbound travel of personnel;
• Provides weekly reports to the Head of Unit on the UNMAS Somalia travel planner, and quarterly reports to PSC New York on the official travel plan;
• Prepare reports on accommodation availability for personnel and alert the Head of Department on any issues.

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.

Education/Experience/Language requirements

Education:

• A First Level University Degree (Bachelor of equivalent) with a minimum of Three years of relevant experience; OR
• High School (Secondary or equivalent) with a minimum of seven years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in travel operations, air traffic, aviation, cargo operations, general administration, business administration, support or related field.
• Experience in Report Writing is required;
• Computer literacy is required.

Languages:

• Fluency in English (writing, reading and speaking) is required.
• Fluency in Somali (writing, reading and speaking) is required.

Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA-7
3. 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.asp

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.

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.