Administration Assistant

Contract

This is a LICA-4 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 4 years of experience, depending on education. More about LICA-4 contracts.

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.

Background Information - BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Background Information - Job-specific

Under the direct supervision of the Administrative Associate and under the overall guidance ofthe BSSC Manager, the Administration Assistant manages and ensures the provision of efficient logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administration Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

Summary of Key Functions

1. Logistics and asset management support
2. Office operations and administrative support on protocol related tasks

3. Support to knowledge building and knowledge sharing

   1. Supports provision of reliable logistics and asset management support, namely:

• Prepares accurate inventory lists and adequate property records for the office as well as for projects.
• Carefully monitors the movement of equipment into and within the area of responsibility.
• Supports the successful implementation of a system to monitor equipment, accounts, and properties managed by the office, in accordance with UNOPS’ equipment policy(ies).
• Supports the processing of supply requisitions for the office premises.
• Assists with timely and effective customs clearance processes.

• Supports the administration of the receipt of goods and equipment for the office, inspection, and report preparations.

  2. Supports office operations and administration of protocol related tasks, focusing on achievement of the following results:

• Coordinates on provision of reliable and quality office supplies.

• Supports the appropriate maintenance, servicing and repair of all office equipment for top performance and safe operating conditions in accordance with UNOPS office management policy and procedures, as well as ensuring safe and secure storage of all office equipment and property.
• Helps ensure the office has effective courier services by liaising with courier companies, managing payments, ensuring office access, and communicating with the office premise owners, as necessary.
• Supports the effective delivery of documentation within Bangkok with external parties (e.g. MoFA, Embassies, etc.) by coordinating with courier and/or transportation companies.
• Supports maintenance of common premises and common services.
• Requests VAT exemption for UNOPS BSSC, AR-ORD, and THMCO suppliers
• Supports the assessment of contract services (e.g. cleaning, courier, etc.)towards improving service level and/or identifying better solutions for the office.

• Ad hoc protocol or admin-related tasks to support the office, as assigned by the supervisor or BSSC Manager.

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

• Participation in the training events for the programme, operations and projects personnel on logistics and administrative related subjects.

• Sound contributions to knowledge networks.

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:

Completion of secondary school is required. First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may substitute for some of the required years of experience, but is not a requirement. Administrative certification is an asset.

Experience:

- A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results is required. - Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is required. - Some experience in UN system organizations is desirable.

Language Requirements:

- Full working knowledge of English is required. - Knowledge of a second UN or regional working language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: LICA-4 Contract duration: 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

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.