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 – Philippines Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organisations to improve access to justice of marginalised groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU.

In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

The UNOPS Philippines Office is part of the UNOPS Cambodia Multi-Country Officer (KHMCO), which provides oversight, support and services to UNOPS operations in the country offices.

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors and subsequently is looking for qualified and committed experts.

IT IS A LOCAL POSITION, SO ONLY FILIPINO ARE ELIGIBLE TO APPLY.

Background Information – Job Specific UNOPS will provide support to the OHCHR to successfully implement the UN Joint Programme for Human Rights in the Philippines. UNOPS will be supporting OHCHR with services of project management, procurement, logistics and communications & visibility.

OHCHR advocates practical solutions to fear and injustice, so governments protect the rights of all their people in line with international law. OHCHR's Philippines works on promotion and protection of human rights by supporting the implementation of the UN Joint Programme on Human Rights.

This is a programme bringing together the UN, Government and civil society on six key human rights issues: - Strengthening domestic investigative and accountability mechanisms - Improved data gathering on alleged police violations - Civic space and engagement with civil society and the Commission on Human Rights Philippines (CHRP) - Strengthening the National Mechanism for Reporting and Follow-up - Human Rights-Based Approach to drug control, - Human Rights-Based Approach to counterterrorism.

Functional Responsibilities

Under the overall guidance and supervision of the Administration Senior Associate, the incumbent performs and may supervise personnel in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery.

The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

1. Management Support - Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas. - Coordinates common premises concerns in the office. - Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures. - Administers inventory control, supervising proper issuance of inventory items and supplies. - Assists with the administration of travels: this will include assist with travel booking, visa requirements and payment of per diem - May be designated transactional role in OneUNOPS/Enterprise system - Coordinates office and project meetings, retreats and workshops

2. Team Management - Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. - Provide oversight, ensuring compliance by team members with existing policies and best practices.

3. Logistics, Asset Management Services - Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering: - Oversees implementation of logistics system in accordance with UNOPS logistical procedures - Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and building/facilities/space management, office supplies. - Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports - Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations. - Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters. - Compiles information on administrative services provided for cost-recovery bills. - Supervises external contractor for transportation services, including client service and processing of invoices.

4. Knowledge building and Knowledge Sharing - Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics. - Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

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

• Completion of secondary school/high school is required.
• First University Degree (Bachelor), preferably in Business Administration, Public Administration, or other related fields, is desirable but not required and it can substitute for some of the required years of experience.

Experience

• Minimum 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required with secondary/high school education or 2 years of relevant experience is required in combination with a Bachelor's degree.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office), G-Suite and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages

• Fluency in English is desirable.
• Fluency inTagalog is desirable.
• Knowledge of a second UN or regional working language is an asset.

Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: LICA 6
• Contract duration: 4 month contract
• Duty Station: Manila, Philippines. Manila is a family duty station.

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.
• Qualified female candidates are strongly encouraged to apply.
• 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.