Administration Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 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 - Job-specific

Background Information: Secretary-General’s Climate Action Team (CAT), Executive Office of the Secretary-General (EOSG)

The 2019 Climate Action Summit mobilized significant public momentum and new commitments from Member States, private sector and subnational governments to turn the page on the climate change crisis. Such commitments identified new catalytic solutions and coalitions necessary to bend the emissions curve before 2030 – from the transformation of the world’s energy, transport, urban and natural ecosystems to the revamping of the world’s financial systems.

After the Summit, climate change remains at the top of the Secretary-General's priorities and one of the core priorities of the Decade of Action to Deliver the Sustainable Development Goals. In the context of the Decade, 2020 and 2021 are “make or break” years for climate action and the transformations needed for the world to truly adopt a sustainable, low emission development trajectory and to meet the Sustainable Development Goals.

It is vital that we build upon the momentum from the 2019 Climate Action Summit to raise ambition levels on Nationally Determined Contributions, elevate our commitment to biodiversity, secure funding for climate adaptation and resilience and accelerate the just transitions we need from fossil fuel dependent energy and transport systems to ones powered by renewable energy.

In order to build on the momentum and realize the commitments secured at the Summit, the Secretary-General is building a new Climate Action Team. This Team will focus on the following:

• Raising ambition levels and concrete commitments by the major emitters, particularly the G20;
• Mainstreaming climate change (portfolio shifts to low emission investments, embedding climate risk factors in investment decision-making and carbon pricing) within financial markets and firms;
• Developing and implementing a targeted strategy for fossil fuel and coal phase-out;
• Strengthening and delivering the Climate Action Summit commitments and coalitions and incubating new commitments and coalitions related to energy transition, transportation, urban and local climate action, nature based solutions and climate resilience;
• Enhancing UN system support to countries to deliver on the climate and environment-related Sustainable Development Goals – from water scarcity to industrial innovation and sustainable urbanization;
• Provision of up-to-date analytics and policy guidance for the Secretary-General, Deputy Secretary-General, UN leadership and Member States.
• Designing and executing a cross-UN global communications campaign and movement focused on SG and UN leadership on climate action at all levels, and messaging and storytelling to build political will, elevate local solutions and mobilize individual actions.

In order to deliver the level of ambition needed, the new team will be led by a Special Adviser to the Secretary-General on Climate Action and Assistant Secretary-General (ASG) for Climate Action, supported by a director on Climate Action and a director on Climate Ambition.

This is a position in UNOPS for supporting projects carried out for the UN Executive Office of the Secretary General. The incumbent of this position will be a personnel of UNOPS under its full responsibility.

Functional Responsibilities

Duties and responsibilities of the Administration Associate will include:

• Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager.
• Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepares, processes and classifies confidential information.
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
• Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.

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

a. Education

• Secondary education/High School is required.

b. Work Experience

• A minimum of 6 years of working experience in general office support or related area,
• Experience working in an environmental context is desirable.
• Experience working in the environmental context will be considered an asset.

Language

• Fluency in English (written and oral) is required

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: LICA-6 Contract duration: Open-ended, subject to organizational requirements, availabilty 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.